Attachment 3 - MAGLOCK 2025 QASP 2025.07.01.pdf

Quality Assurance Surveillance Plan

For

Magnetic Door Locking System

W911RX-21-P-0024

01 July 2025

Chad Mcfall

Contracting Officer’s Representative

Kevin Jones

Contracting Officer

Fort Riley – MICC USAG

TABLE OF CONTENTS

Subject

1. Overview

2. Description of Services

3. Roles and Responsibilities

4. Contract Quality Requirements

5. Government Surveillance

6. Nonconformance Reports (NCRs)

7. Deduct Plan

8. Data Analysis

9. Acceptance of Services

10. COR Status Report

11. Contractor Manpower Reporting Application (CMRA)

12. Contractor Performance Assessment Reporting System (CPARS)

13. Combating Trafficking In Persons

14. COR/Quality Assurance Surveillance Files

15. QASP Changes

1. Overview

1.1. Purpose. The purpose of this plan is to identify the methods and procedures the Government will use to ensure it receives the services under this Magnetic Door Locking System contract as identified in the Performance Work Statement

(PWS).

1.2. Intent. The intent of this QASP is to: 1) ensure Contractor performance meets or exceeds contract terms, conditions and specifications; 2) hold the Contractor accountable for quality control; and 3) encourage the Contractor to take appropriate steps to control and improve quality. Accordingly, the Government will perform surveillance on the contract in accordance with this QASP but reserves the right to monitor the contract in any manner necessary, at any times necessary, and at all necessary places to ensure that the rendered services conform to contract requirements. The Government also reserves the right to perform quality assurance at the Subcontractor level and perform quality assurance at the contractor's place of business, if applicable. Resolution of non-conforming services discovered at the Subcontractor level will be addressed with the prime Contractor.

2. Description of Services

2.1 Scope of Work. This is not a personal service contract. The contractor shall provide all personnel, tools, equipment, and supplies necessary to maintain (conduct maintenance and/or repairs) the existing door locking systems in buildings 210, 253, and 500 that are capable of time locking and unlocking of doors with access control measures via stand-alone computer.

2.2 Type of Contract. This contract is a Firm-Fixed-Price, Indefinite-

Delivery/Indefinite-Quantity (IDIQ) contract. It includes a base period, plus four additional option periods.

3. Roles & Responsibilities. (Both Government and Contractor)

3.1 Government.

3.1.1. Contracting Officer (KO). The KO is the only person with the authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the Government. Note: The only individual who can legally bind the Government.

3.1.2 Contracting Officer's Representative (COR). The (COR) will be identified by separate letters. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance:

maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of Government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

3.1.3 Contractor Personnel. The Contractor, not later than five (5) calendar days before beginning performance of work, shall provide the KO with a list of all employees who shall perform under this contract. The list shall include the full name, address, employee identification number, and position classification, together with such other data as the Government may deem necessary to establish the identity of each employee having access to building 500. In the event of a change in employees, the Contractor shall advise the Contracting Officer, in writing, of any additions or deletions, within three (3) calendar days of such change, and provide the same information as stated above.

4. Contract Quality Requirements.

4.1. Contractor’s Quality Control Program. The Contractor's quality control program (IAW FAR Part 46 and applicable 52.246 Clause(s)) is the means by which the Contractor assures that work complies with the requirement of the contract. The Contractor shall ensure services are performed in accordance with this PWS. The Contractor shall identify prevent, and ensure non-recurrence of defective services.The contractor's Quality Control program requirements are defined in paragraph C.1.5.1 of the Performance Work Statement (PWS). The Contractor shall develop, maintain, enforce and document a Quality Control Plan (QCP) which complies with the requirements of this contract and outlines how they will ensure the Government will receive all the services required by the contract at the specified quality level.

4.2 Government Quality Assurance. The Government shall evaluate the Contractor's performance under this contract in accordance with this QASP. This plan is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance and minimum acceptable defect rate(s). The Government will perform Quality Assurance oversight of the Contractor and Contractor’s QCP IAW with this QASP to ensure acceptable levels of contract performance are achieved and that the contractor is performing acceptable levels of Quality Control to ensure fully acceptable services are provided.

5. Government Surveillance.

5.1. Methods of Surveillance. The following Methods of Surveillance will be utilized in monitoring the Contractors’ performance:

5.1.1. Random Sampling

5.1.2. 100% inspections

5.1.3. Periodic Sampling

5.1.4. Customer Feedback. The following procedures will be followed when a complaint is received regarding the Contractor/Contractor Employees.

• The COR will investigate and determine the validity of the complaint.

• If the complaint is determined to be invalid, the COR will inform the person who submitted the complaint of the reason(s) as soon as practical.

• For validated complaints that are true contractual non-conformances, the procedures in paragraph 6 below will be followed.

5.2. Surveillance Schedule. A Surveillance Schedule will be created for each month of Contractor performance and filed in the Procurement Integrated Enterprise Environment (PIEE), Surveillance and Performance Monitoring (SPM), Surveillance Documents Section of the Contract File using the Add Smart Form function. The schedule is “FOR OFFICIAL USE ONLY” and is not releasable to anyone other than authorized Government personnel.

5.3. Surveillance Instructions/Checklists. Surveillance Checklists will be completed when surveillances are conducted and filed in the PIEE, SPM, Surveillance Documents Section of the Contract File using the Add Smart Form function.

5.4. Surveillance Documentation. No later than the 15th of each month, surveillance documentation for the preceding month will be filed in the PIEE, SPM, Surveillance Documents Section. Surveillance documentation includes a COR Status Report, the Surveillance Schedule, all completed Surveillance Checklist(s) for the period the COR Status Report covers, Nonconformance Reports, if any, and Contractor Deliverables, if any.

6.0. Non-conforming Performance/Corrective Actions: Nonconformance

Reports (NCRs). Nonconformance occurs when a Contractor fails to meet Contract or Task Order terms, conditions and/or specifications or the services are defective in some manner. All instances of nonconformance will be documented via a Nonconformance Report Worksheet, Attachment 2 and the Contracting Officer will notify the Contractor of the nonconforming performance via Letter.

Resolution of nonconformance discovered at the Subcontractor level will be addressed with the prime Contractor. Nonconformance is classified as either:

Level 1 (Minor); Level 2 (Major); or Level 3 (Critical). NCRs may contain multiple nonconformances, each characterized by a level and type. The level of the NCR should normally correspond to the highest level of nonconformance listed in the NCR. For example, if a NCR had one Level 3, one Level 2, and three Level 1 nonconformance, the NCR level would be Level 3. The exception might be when the aggregate of multiple nonconformances considered in whole associate to a more serious type of nonconformance defined in FAR 46.101 (e.g. if a NCR had three Level 2 nonconformances but the definition of critical nonconformance better describes the impact/effect when considered in whole, the NCR level would be 3).

6.1. Level 1 (Minor). Level 1 nonconformances are those that are 'minor' in nature such that they can be promptly corrected by the contractor, present no need for root cause analysis or determination if other contract requirements are affected, present no need for further preventive action, and do not materially reduce the usability of the supplies, services, construction, or deliverables. While the contractor must correct the nonconformance, further actions and Government follow-up are not required, and no written response from the contractor is needed.

6.2. Level 2 (Major). Level 2 nonconformance(s) are those that are 'major' in nature such that they are not promptly correctable, and/or warrant root cause analysis and preventive action, and/or need action by the contractor to determine if other contract requirements are affected. These nonconformances are serious enough to warrant not only correction of the nonconformance, but also a written response from the contractor in the form of a Corrective Action Plan (CAP), and Government follow-up. The qualifying distinction between a Level 1 and Level 2 nonconformance is the need for a CAP and Government follow-up. A NCR identifying a Level 2 nonconformance may also be issued after repetitive Level 1 instances of the same or similar nonconformance demonstrate the contractor is failing to institute effective corrective action and/or failing to implement effective quality and/or internal control(s). Repetitive Level I/minor non-conformance of the same or similar requirement(s) increases the risk to the Government that continued, repetitious, or cumulative failures may materially reduce the usability of the supplies, services, construction, work, or deliverables for their intended purpose or is an indicator that root cause analysis and a CAP is required to fix the underlying conditions creating the nonconformance.

Further, serious individual contractor employee misconduct discovered by the Government and traceable to contract requirements should normally result in a Level 2 non-conformance because the serious nature of misconduct necessitates contractor management conduct root cause analysis, take preventive actions, and requires Government follow-up (characteristics of a Level 2 NCR). Further, issue a NCR with a Level 3 nonconformance for serious contractor employee misconduct only when there is a trend demonstrating a breakdown in contractor management or processes allowing serious misconduct to repetitively occur, or the misconduct poses a hazardous or unsafe condition for the personnel receiving the contracted supply, service, or construction, and misconduct can be traced to nonconformance of contract requirements.

6.3. Level 3 (Critical). Level 3 nonconformance(s) are those that are 'critical' in nature such that they represent a serious weakness in internal controls and/or have actual or potential significant impact(s) on contract performance and/or the supported unit/Government operations. For these nonconformance(s), the qualifying distinction between a Level 2 and Level 3 nonconformance is the seriousness of the issue prompting the need for higher level management to address the nonconformance and resulting corrective action. Due to the nature of a Level 3 nonconformance, these types of nonconformance are candidates for contract remedies. Therefore, before issuance of a NCR with a Level 3 nonconformance, consideration should be made whether an NCR or contract remedy is more appropriate. Issuing a Level 3 NCR in lieu of a contract remedy would normally be considered the Government's final attempt to work with the contractor to resolve a contractual nonconformance before contractual remedies are used. However, issuance of a Level 3 NCR is not a requirement before using contractual remedies. A NCR identifying a Level 3 nonconformance (or a contract remedy) may be issued after repetitive Level 2 instances of the same or similar nonconformance demonstrate the contractor is failing to institute effective corrective action or failing to implement effective quality/internal controls. Repetitive major nonconformances with the same or similar requirement(s) increase the risk to the Government that continued, repetitious, or cumulative failures may significantly impact the mission, or may result in hazardous/unsafe conditions.

6.4. Documenting NCRs. Use/fill out the Nonconformance Report Worksheet, Attachment 2, when nonconforming performance is identified.

Documentation, as a minimum, will include: the Contract or Task Order number; reference to the specific contract requirement; the specific discrepancy to the requirement; where it was discovered; the date and time it was discovered; and the Contractor representative who was notified. Also, include a suspense date for Contractor response/corrective action for Level 2 and Level 3 NCRs. The Contracting Officer must ensure appropriate level review and approval of the NCR Worksheet and then addresses the NCR in Letter Format to the applicable level of Contractor management based on the seriousness of the nonconformance.

6.5. Tracking and Resolving NCRs. All NCRs will be included in the COR's Status Report. The Government considers Level 1 nonconformance closed as of the issuance of the Letter to the Contractor. However, your attention to address Level 1 Minor nonconformance is still required. Repetitive nonconformance of the same or similar requirement would be an indication the contractor failed to institute effective corrective action and/or failed to implement effective quality control and may result in a Level 2 NCR requiring submission of a CAP to the Government. The COR and KO shall track Level 2 and Level 3 NCRs to ensure the Contractor identifies and takes appropriate corrective action to the root cause and the specific nonconformance is corrected within the required timeline. The KO will make a final written determination of the Government's remedies if the non-conformance is not corrected by the Contractor after receiving notice and a reasonable opportunity to correct the work.

7. Deduct Plan. This acquisition does not include a Deduct Plan. The COR will notify the Contractor, in person, each time an unacceptable observation has been recorded and ask the Contractor to correct the problem or re-accomplish the service. All valid non-conformance observed by the Government will be documented! The COR will record the contract requirement, the specific deficiency to the requirement, the date and time it was discovered, and have the Contractor initial the entry. The Contractor will be given a timeline after notification to correct the deficiency in accordance with requirements of the contract. Deficiencies that cannot be corrected within the identified timeline will be reported to the Contracting Officer.

8. Data Analysis. Data Analysis will be performed to identify trends in cost, schedule and/or performance risks. The results of Data Analysis will be documented in COR Status Reports and may be used to make adjustments to surveillance schedules, increase or decrease surveillance, if deemed appropriate. Negative trends noted using Government data/observations could result in issuing the Contractor a Nonconformance Report. Trends noted using Contractor data will not result in a Nonconformance Report unless the Contractor is not addressing the negative trend.

9. Acceptance of Services. When all services have been deemed acceptable and there is documented objective quality evidence to support acceptable performance the COR will accept the services provided and authorize payment of the Contractor. This is accomplished by approving the Contractor's Receiving Reports in PIEE, WAWF.

10. COR Status Report. COR Status Reports will be submitted on a monthly basis, no later than the 15th of each month for the preceding frequency, to the Contracting Officer via PIEE, SPM, Surveillance Documents Section using the Add Smart Form function. COR Status Reports will provide a synopsis of the Contractors performance for the inclusive dates of the report. The synopsis will contain a summary of: surveillances performed; Customer Feedback, if any;

Nonconformance Reports, if any; an analysis of the Contractors performance;

recommended adjustments to surveillance schedules; and any other pertinent contract information.

11. Contractor Manpower Reporting Initiative. In accordance with Office of the

Secretary of Defense Memorandum, Revised Department of Defense Contractor Manpower Reporting Initiative, dated Oct 16, 2019, the Contractor must report contractor manpower to the System for Award Management website at https://www.sam.gov NLT 31 October each year. All data shall be reported in accordance with applicable Federal Acquisition Regulation and supplements.

The COR shall verify that the Contactor has complied with the required contractor manpower reporting annually and document the results in their October COR Status Report.

12. Contractor Performance Assessment Reporting System (CPARS).

Documented surveillance data (COR Status Reports, Completed Surveillance Checklists, Customer Feedback, Deliverables, if any, and Nonconformance Reports, if any) will be used to support CPARS ratings. CPARS will be completed in accordance with AFARS, Subpart 5142.15 - Contractor Performance Information. The COR shall document that CPARS, if required, was completed in the COR Status Report for the month in which the CPARS was completed.

13. Combating Trafficking In Persons (CTIP). In accordance with PGI 222.17 and

FAR 52.222-50, the KO will be notified immediately of any information from any source that alleges a Contractor employee, subcontractor and/or subcontractor employee has engaged in conduct that violates the United States Government "zero" tolerance policy regarding trafficking in persons.

14. COR/Quality Assurance Surveillance Files. The official COR/Quality

Assurance Surveillance File will be maintained in PIEE, SPM IAW DoDI 5000.72, DoD Standard for COR Certification.

15. QASP Changes. This QASP is a living document and, as such, may be changed as needed. However, the KO must approve changes. The COR will send any recommended changes to the KO for approval and the KO must approve all changes.

http://www.sam.gov/

COR Signature

Contracting Officer’s Signature

Attachments

TECHNICAL EXHIBIT A : Performance Requirements Summary (PRS)

1. Nonconformance Report Worksheet

TECHNICAL EXHIBIT A

Performance Requirements Summary (PRS)

PERFORMANCE

OBJECTIVE

STANDARD PERFORMANCE

THRESHOLD

ACCEPTABLE

QUALITY

LEVELS (AQLs)

METHOD OF

SURVEILLANCE

PRS #1 - PWS para

5.1 The Contractor

shall install and maintain subscription software upgrades to the building’s existing Lenel Locking system utilized in building 210, 253, and 500. The Contractor shall provide training for current and future system users. The Contractor will respond to service site calls in-person regarding failure of the system within two (2) hours from the time of notification for the failure. The contractor shall notify the COR within twenty-four (24) hours with a plan of action in which coordination of the date, time, and action to be taken for a service call/repair to be rectified

Industry Standard that maximizes the full potential of the MDLS capabilities.

Installation and/or training are conducted during normal business hours 07:30

– 16:00.

100% Compliance Zero Deviation from standard

100% inspection

PRS #2 - PWS para

5.2.1 The contractor

shall install the most current software upgrades to the existing LENEL system within five (5) days after award or option and thirty (30) days prior to the end of the contract.

Industry Standard that maximizes the full potential of the MDLS capabilities.

Installation and/or training is conducted during normal business hours 07:30

– 16:00.

100% Compliance Zero Deviation from standard

100% inspection

PRS #3 - PWS para

5.2.2 Contractor shall

use LENEL software compatible to LENEL locks and provide upgrading (when necessary) to LENEL software and operating system.

Industry Standard that maximizes the full potential of the MDLS capabilities.

Installation and/or training is conducted during normal business hours 07:30

– 16:00.

100% Compliance Zero Deviation from standard

100% inspection

PRS #4 - PWS para

5.2.3 Contractor shall

perform system maintenance as a monthly service support

Industry Standard that maximizes the full potential of the MDLS capabilities.

Installation and/or training is conducted during normal business hours 07:30

– 16:00.

100% Compliance Zero Deviation from standard

100% inspection

PRS #5 - PWS para

5.2.4 Contractor shall

ensure access system is capable of granting or denying access, by individual or group.

Industry Standard that maximizes the full potential of the MDLS capabilities.

Installation and/or training is conducted during normal business hours 07:30

– 16:00.

100% Compliance Zero Deviation from standard

100% inspection

PRS #6 - PWS para

5.2.5 Contractor shall

ensure computer receive software updates, as required, and employ upgrade plan (annual) for hardware/operating system.

Industry Standard that maximizes the full potential of the MDLS capabilities.

Installation and/or training is conducted during normal business hours 07:30

– 16:00.

100% Compliance Zero Deviation from standard

100% inspection

PRS #7 - PWS para

5.2.6 Contractor shall

input magnetic door lock commands via government furnished desktop computer

Industry Standard that maximizes the full potential of the MDLS capabilities.

Installation and/or training is conducted during normal business hours 07:30

– 16:00.

100% Compliance Zero Deviation from standard

100% inspection

PRS #8 - PWS para

5.2.6.2 Contractor

shall provide training for current and future system users as part of the initial software installment and future upgrades.

The training will be conducted once annually or incrementally during monthly visits as agreed upon by COR but will not total more than one (1) hour of training .

100% Compliance Zero Deviation from standard

100% inspection

PRS #9 - PWS para

5.2.7 The Contractor, not later than five (5) calendar days before beginning performance of work, shall provide the KO with a list of all employees who shall perform under this contract.

5.2.7.1 The

Contractor shall not hire any person whose employment would result in a conflict of interest under DOD 5500.7R, Industry Standard that maximizes the full potential of the MDLS capabilities.

Installation and/or training is conducted during normal business hours 07:30

– 16:00.

100% Compliance Zero Deviation from standard

100% inspection

Joint Ethics Regulations (JER).

5.2.7.2 The

Contractor shall provide each employee with a standard identification badge.

PRS #10 - PWS para

5.2.8 Contractor and

all associated sub-contractors employees shall provide all information required for background checks to meet installation access requirements.

5.2.8.1 Contractor and

subcontractor personnel shall possess a corporate issued identification card

5.2.8.2 Contractor and

subcontractor personnel operating non-commercial vehicles or commercial vehicles rated below 1-ton capacity may enter any of the installation’s access control points during FPCON Alpha only

Industry Standard that maximizes the full potential of the MDLS capabilities.

Installation and/or training is conducted during normal business hours 07:30

– 16:00.

100% Compliance Zero Deviation from standard

100% inspection

PRS #11 - PWS para

5.2.9 All contractor

employees, to include subcontractor employees, requiring access Army installations, facilities and controlled access areas shall complete AT Level I awareness

Industry Standard that maximizes the full potential of the MDLS capabilities.

Installation and/or training is conducted during normal business hours 07:30

– 16:00.

100% Compliance Zero Deviation from standard

100% inspection training within 30 calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever is applicable and annually thereafter.

PRS #12 - PWS para

5.2.10 , the contractor employees shall complete Level I OPSEC Awareness training. All employees must be trained within 30 calendar days of their reporting for duty and annually thereafter.

Industry Standard that maximizes the full potential of the MDLS capabilities.

Installation and/or training is conducted during normal business hours 07:30

– 16:00.

100% Compliance Zero Deviation from standard

100% inspection

Service Contract Reporting (SCR)

PWS 5.3

The Contractor shall completely fill in all the information in the format using the following web address www.sam.gov The contractor shall provide the estimated total cost (if any) incurred to comply with this reporting requirement.

Reporting period shall be the period of performance not to exceed 12 months ending September 30 of each government fiscal year and must be reported by 31 October of each calendar year.

If contract period of performance ends prior to September 30, the contractor has 30 days from end date of the contract to complete the SCR requirement.

100% Compliance Zero Deviation from standard

100% Inspection http://www.sam.gov/