Attachment 2 Quality Assurance Surveillance Plan.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN

RFP 70Z02324RUDC00003

Tailoring services for Accession Personnel (trainees) at USCG Training Center Cape May (TCCM), NJ.

Contract Number: TBD

Contract Description: The purpose of this Contract is to obtain furnished fitting, alteration/tailoring and garment pressing services (tailoring services) for Accession Personnel (trainees) at the USCG Training Center Cape May, (TCCM) NJ.

Contractor’s name: TBD

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 recognizes 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 will coordinate changes with the contractor. Updates will ensure that the QASP remains a valid, useful, and enforceable document. Copies of the original QASP and revisions will be provided to the contractor and Government officials implementing surveillance activities.

2. GOVERNMENT ROLES AND RESPONSIBILITIES.

The following personnel shall oversee and coordinate surveillance activities.

Contracting Officer (KO): The contracting officer (KO) 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) and the contractor. The KO will designate one full-time 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 designated by the

KO.

Attachment 2, Quality Assurance Surveillance Plan

(QASP)

Assigned KO: Melony Suber Organization or Agency: US Coast Guard, CG-9 Telephone: (571) 607-7877 Email: Melony.Y.Suber@uscg.mil

Contracting Officer’s Representative: The COR is designated in writing by the KO 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 may affect contract price, terms, or conditions shall be referred to the KO for action. The COR will have the responsibility for completing QA 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 relating to the contract.

Assigned COR: Mr. Christopher J. Moulton Organization or Agency: UDC Office, Cape May, NJ Telephone: 609-898-6796 Christopher.j.moulton@uscg.mil

3. CONTRACTOR REPRESENTATIVES:

The following employees of the contractor serve as the contractor’s representatives 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.>

Program Manager: TBD Telephone: TBD Email: TBD

Other Contractor Personnel:

Title:

Telephone:

Email:

4. PERFORMANCE STANDARDS.

The required performance standards and/or quality levels are included in the PWS (Attachment 1, Section 8 “Performance Requirements Summary.”) and in Section 7 of the Quality Assurance Surveillance Plan. If the contractor meets the required service or performance level, it will be paid the monthly amount agreed on in the contract. Failure to meet the required service or performance level may result in the disincentives listed in the Performance Requirements Summary.

5. INCENTIVES/DISINCENTIVES.

Incentives/Disincentives will be based on exceeding, meeting, or not meeting performance standards.

Information about incentives can be found in Section 7 of the QASP.

6. METHODS OF QUALITY ASSURANCE SURVEILLANCE.

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

Regardless of the surveillance method, the COR will always contact the contractor's program manager or on-site representative when a defect is identified and inform the manager of the specifics of the problem.

The COR, with assistance from the KO, if needed, will be responsible for monitoring the contractor’s performance in meeting a specific performance standard.

a. Direct Observation: The COR may observe the course, which can be performed on an ad hoc basis.

b. Validated User/Customer Complaints: The Contractor shall validate complaints received.

Surveillance results may be used as the basis for actions (to include payment deductions) against the contractor. In such cases, the applicable clauses become the basis for the Contracting Officer’s actions.

A tta ch m en t I

I Q ua lit y A ss ur an ce

Su rv ei lla nc e Pl an

7.

Q

U A

L

IT

Y A

SS

U

R A

N C

E S

U R

V E

IL

L

A N

C E

P R

S

C O

N T

R A

C T

O R

T E

C H

N

IC

A L

A N

D A

D M

IN

IS

T R

A T

IV

E

S U

PP

O

R T

S E

R V

IC

E

S

FO

R

T H

E U

N

IT

E D

S T

A T

E C

O A

ST

G

U A

R D

’S V

E H

IC

L

E D

E C

A L

S Y

ST

E

M

O bj ec tiv es Re qu ire d Se rv ic e Pe rf or m an ce S ta nd ar d

In ce nt iv es /D is in ce nt iv es

1.

C om pl ia nc e to th e

C oa st G ua rd

’s U ni fo rm R eg ul at io ns

C om pl y to th e fit tin g gu id e st an da rd s o f t he

U ni fo rm R eg ul at io ns g ui de lin es ni fo rm fi tti ng a nd a lte ra tio ns ar e ac co m pl is he d

0% o tim e

IA

W U ni fo rm R eg ul at io ns gu id el in es ed uc tio n as se ss m en t e qu al to th e ite m iz ed c os t o f t he in ap pr op ria te ly pe rfo rm ed o pe ra tio n

(o ne

-fo r-on e re -w or k is p er m itt ed a t n o ad di tio na l c os t t o th e G ov er nm en t)

2.

Ti m el in es s o f t he al te ra tio n/ ta ilo rin g of th e un ifo rm o r un ifo rm it em s p er co m pa ny

Fi tti ng a nd a lte ra tio n se rv ic es fo r a sc he du le d co m pa ny se ss io n in a cc or da nc e w ith th e st ric t tra in in g sc he du le s o f a cc es si on p er so nn el pa ra gr ap h 5.

1.

sc he du le d ta ilo rin g se rv ic e ev en ts

D el ay o f c om pl et in g un ifo rm ta ilo rin g fo r a cc es si on pe rs on ne l a nd n eg at iv el y im pa ct in g tra in in g sc he du le m or e th an o nc e du rin g th e co nt ra ct p er io d

Th e

G ov er nm en t w ill c on si de r a p ay m en t re du ct io n of u p to fo r e ac h in ci de nt

M or e th an o ne o cc ur re nc e w ill re su lt ne ga tiv e pe rf or m an ce d oc um en te d

C

PA

S.

3.

H av e no da m ag ed , l os t a nd /o r m is si ng a rti cl es o f cl ot hi ng

A pp ro pr ia te p er fo rm an ce o f f itt in g an d al te ra tio n se rv ic es w ith ou t d am ag in g, lo si ng o r m is pl ac in g G ov er nm en t u ni fo rm it em s

N o

G ov er nm en t u ni fo rm s a re da m ag ed

(i nc lu de s i te m s a lte re d in co rre ct ly to re cr ui t s iz

e) , l os t or m is pl ac ed

, d ue to fa ul t o co nt ra ct or

A ct ua l r ep la ce m en t c os t o f d am ag ed

, l os t or m is pl ac ed u ni fo rm it em s ( ba se on

D C p ric in g sc he du le fo r u ni fo rm it em s)

Fr eq ue nt o cc ur re nc e w ill re su lt ne ga tiv e pe rf or m an ce d oc um en te

C

PA

S.

8. DOCUMENTING PERFORMANCE.

Acceptable Performance:

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

Unacceptable performance.

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

When the COR determines formal written communication is required, the COR will prepare a Contract Discrepancy Report (CDR) and present it to the contractor's program manager or on-site representative.

A CDR template is included with this QASP.

The contractor 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 has to present this corrective action plan to the COR. The Government will review the contractor's corrective action plan to determine acceptability.

Any CDRs may become a part of the supporting documentation for contract payment deductions or other contractual actions deemed necessary by the Contracting Officer.

9. FREQUENCY OF MEASUREMENT.

Frequency of Measurement:

During contract performance, the COR will periodically analyze whether the negotiated frequency of surveillance is appropriate for the work being performed. Each measurement will be completed within 30 days of each group of recruits convening.

Frequency of Performance Assessment Meetings.

The COR will meet with the contractor quarterly to assess performance and will provide a written assessment. A final assessment will be performed at the conclusion of the year of performance.

_____Christopher J. Moulton____________ _5 April 2024________ Contracting Officer’s Representative Date

MOULTON.CHRISTO

PHER.J.1034937229

Digitally signed by

MOULTON.CHRISTOPHER.J.10349

37229 Date: 2024.04.08 11:28:53 -04'00'

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:

Contracting Officer’s Representative Date

CONTRACT DISCREPANCY REPORT (CDR)

1. Contract Number: <insert number>

2. TO: (Contractor Program Manager, Task Manager or on-site representative) <insert name>

3. FROM: (Name of COR)

4. Date and time observed discrepancy:

5. DISCREPANCY OR PROBLEM:

<Describe in detail. Identify any attachments.>

6. 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. >

Contracting Officer’s Representative Date

Received by:

Contractor Program Manager or Date on-site representative