Attachment 2 QASP W912HQ22R0007 - CEFMS Maintenance and Modernization.docx

QUALITY ASSURANCE SURVEILLANCE PLAN

For

Army Corps of Engineers Finance Center (UFC)

Corps of Engineers Financial Management System II

(CEFMS II)

CEFMS II CEFMS Maintenance and Modernization Support Services

15 May 2022

QUALITY ASSURANCE SURVEILLANCE PLAN

for CEFMS II CEFMS Maintenance and Modernization Support Services

1. Purpose

This Quality Assurance Surveillance Plan (QASP) has been developed to evaluate Contractor actions while implementing this Performance Work Statement (PWS). It is designed to provide an effective surveillance method of monitoring Contractor performance.

This QASP defines the roles and responsibilities of all members of the integrated project team (IPT), identifies the performance objectives, defines the methodologies used to monitor and evaluate the Contractor’s performance, describes quality assurance documentation requirements, and describes the analysis of quality assurance monitoring results.

The QASP provides a systematic method to evaluate the services the Contractor is required to furnish.

The Contractor, and not the Government, is responsible for management and quality control actions to meet the terms of the contract. The role of the Government is quality assurance to ensure contract standards are achieved.

In this contract the Quality Control Plan (QCP) is the driver for service quality. The Contractor is required to develop a comprehensive program of inspections and monitoring actions. The first major step to ensuring a “self-correcting” contract is to ensure that the Quality Control Plan approved at the beginning of the contract provides the measures needed to lead the Contractor to success.

Once the Quality Control Plan is approved, careful application of the process and standards presented in the remainder of this document will ensure a robust quality assurance program.

The QASP is intended to be a “living document”. That is, it should be revised or modified as circumstances warrant throughout the performance period. After the award of this contract, this document will be reviewed to ensure that it will work cooperatively with the Contractor’s Quality Control Plan to enforce it.

2. Roles and Responsibilities

2.1 The Contracting Officer

The Contracting Officer is responsible for monitoring contract compliance, contract administration and cost control and for resolving any differences between the observations documented by the Contracting Officer’s Representative (COR) as the government authority for performance management. The number of additional representatives serving as technical inspectors depends on the complexity of the services measured, as well as the Contractor’s performance, and must be identified and designed by the Contracting Officer.

2.2 The Contracting Officer’s Representative

The COR is designated in writing by the Contracting Officer to act as his or her authorized representative to assist in administering a contract. COR limitations are contained in the written appointment letter. The COR is responsible for technical administration of the project and ensures proper government surveillance of the Contractor’s performance. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf. Any changes that the Contractor deems my affect contract price, terms, or conditions shall be referred to the Contracting Officer for action. The COR will have the responsibility for completing Quality Assurance monitoring forms used to document the inspection and evaluation of the Contractor’s work performance. Government surveillance may occur under the inspection of services clause for any service relation to the contract.

3. Procedures

The Government Contracting Officer’s Representative (COR) will inspect all work tasks required by the contract provided in the monthly status report to ensure Contractor compliance. If inspection of the monthly status report indicates unacceptable performance, the COR will notify the Contracting Officer and Contract Manager of the deficiencies for correction. The Contractor shall be given 30 days after notification to correct the unacceptable performance.

4. Methodologies to Monitor Performance

4.1 Surveillance Techniques

The COR will evaluate the services required by the contract to ensure Contractor’s compliance. In an effort to minimize the performance management burden, simplified surveillance methods will be used by the Government to evaluate Contractor performance when appropriate. The primary method of surveillance is 100%

TABLE 1 – PERFORMANCE REQUIREMENTS SUMMARY (PRS)

Documentation provides technical information for tasks to be completed as identified by assessment. Product is legible, correct format, and professional quality

Documents are stored in the appropriate library and readily available for Government use.

Once upon completion and updates

Architecture.

Documents are stored in the appropriate library and readily available for Government use.

Once upon completion and updates

Documents are stored in the appropriate library and readily available for Government use.

Once upon completion and updates for new work or updates to existing code

Delivered of report must be submitted weekly on Wednesday of each week after the project plan is completed.

No more than 1 re-work within 2 to 4-week sprints to resolve Government comments. Ensure module is operational and available.

Once upon completion and updates

PWS 4.10.7

System Design Documentation

Inspection. Each month the COR will review the generated documentation and enter summary results into the Surveillance Activity checklist.

5. Performance Areas

Management Responsiveness. The COR shall evaluate the adequacy of the Contractor’s responsiveness. Address the extent to which the Contractor demonstrates a thorough understanding of the requirement and provides early problem identification and effective corrective action.

Contract Management/Administration. The COR shall evaluate the quality and effectiveness of the Contractor’s management of the contract. The Contractor will be evaluated in the successful control of resources devoted to the task order.

Schedule Control. The COR shall evaluate the Contractor’s overall adherence to schedules. The Contractor shall submit monthly status reports which will be reviewed and evaluated in accordance with AFAR subpart 42.15.

Performance. The Contractor will be evaluated as to the quality of the output of their work. The Contractor’s personnel must be technically competent in the functional areas. The Contractor contributions in meetings and reviews, the quality of the technical reports, productivity and the overall quality of the technical support shall be evaluated and documented.

6. Performance Ratings

Exceptional. Indicates performance clearly exceeds contractual requirements. The area of evaluation contains few minor problems for which corrective actions appear highly effective.

Satisfactory. Indicates performance clearly meets contractual requirements. The area of evaluation contains some minor problems for which the corrective actions appear satisfactory.

Marginal. Indicates performance meets contractual requirements. The area of evaluation contains a serious problem for which corrective actions have not yet been identified, appear only marginally effective, or have not been fully implemented.

Unsatisfactory. Indicates the Contractor is in danger of not being able to satisfy contractual requirements and recovery is not likely in a timely manner. The area of evaluation contains serious problems for which the corrective actions appear ineffective.

7. Documentation

Documentation used to perform surveillance will consist of technical reports, Contractor plans and procedures, schedules, end users feedback and contract data requirements. During the period of performance, the COR shall retain a copy of all inspection schedules and surveillance activity logs. However, when a specific service becomes unsatisfactory during a surveillance period the inspection documentation supporting the contract discrepancy report is forwarded to the Contracting Officer.

Recording Observations. The COR will use surveillance logs and electronic mail messaging to record information on scheduled observations and defects noted. Each observation is recorded on the log or submitted via e-mail. The documents then become a formal record for reference. The Contractor will be told each time that a defect is found during scheduled observations. The COR will make notations on the surveillance log of the date and time the defect was discovered.

Potential Unacceptable Performance. The COR will identify the specific service that is unacceptable and the possible causes, and ask a number of questions, which if answered, will probably pinpoint the source of the problem.

Documenting Unacceptable Performance. The COR will attempt to resolve the problem with the Contractor. The original log and the attempted solution, along with an evaluation of results, are posted electronically in the contract file. Based on the severity of the discrepancy and the success of the solution, the COR will notify the Contracting Officer.

Taking Action. The COR may evaluate the Contractor’s performance and document any non-compliance, but only the Contracting Officer may take action against the Contractor for an unacceptable rating. When the Contractor’s performance is unacceptable and a formal action is indicated, the COR and Contracting Officer will determine what action is appropriate for the specific circumstances.