_Attachment 3 QASP.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN

The contractor shall provide the following deliverables (below) in the following time frames. The deliverables are property of CNREURAFCENT. All raw data, as well as resulting tables, matrixes, reports, manuals, audio/visual aids and other such reports generated in execution of this requirement shall become the property of CNREURAFCENT Religious Ministries Chaplain. Reports shall be in format approved by CNREURAFCENT CREDO Director or designated representative. For record-keeping purposes, the contract number shall be used on all reports and correspondence presented in the performance of this contract. The contractor shall provide the deliverables to the COR, by the specified deadline in the Government-provided format.

1.0 PURPOSE

This Quality Assurance Surveillance Plan (QASP) is a Government developed and applied document used to make sure that systematic quality assurance methods are used in the administration of the Performance Based Service Contract standards included in this contract. The intent is to ensure that the Contractor performs in accordance with performance metrics set forth in the contract documents, that the Government receives the quality of services called for in the contract, and that the Government only pays for the acceptable level of services received.

1.1 Critical performance processes and requirements. Critical to the performance of the physical security provided during construction of a secure facility onboard Naval Support Activity Naples is the timely, accurate and thorough completion of all contract requirements.

1.2 Performance Standards

a) Schedule - The due dates for deliverables and the actual accomplishment of the schedule will be assessed against original due dates and milestones established for the contract.

b) Deliverables – The deliverables required to be submitted will be assessed against the specifications for the deliverables detailed in the contract for the required content, quality, timeliness, and accuracy.

c) Past Performance - In addition to any schedule and deliverables aspects of performance discussed above, pursuant to FAR 42.15, the Government will assess the contractor’s record of conforming to contract requirements and to standards of good workmanship, the contractor’s adherence to contract schedules including the administrative aspects of performance, the contractor’s history of reasonable and cooperative behavior and commitment to customer satisfaction, and the contractor’s business-like concern for the interest of the customer.

2.0 AUTHORITY

Authority for issuance of this QASP is provided under FAR 52.212-4(a), Inspection/Acceptance, which provides for inspection and acceptance of the articles, services, and documentation called for in the contract to be accomplished by the Contracting Officer or their duly authorized representative. The Government has the right to inspect and test all services called for by this contract to the extent practicable at all times and places during the term of provision of the services, including during the contractor’s operations and after the completion of tasks. The Government shall perform inspections and tests in a manner that will not delay contractor performance.

3.0 SCOPE

The Contractor, and not the Government, is responsible for management and quality control actions necessary to meet quality standards set forth by the contract.

The QASP is put in place to provide Government surveillance oversight of the Contractor’s quality control efforts to assure that they are timely, effective and are delivering the results specified in the contract. The Government's Quality Assurance Surveillance Program is not a substitute for Quality Control by the Contractor. All costs associated with any rework are the responsibility of the Contractor.

4.0 RESPONSIBILITIES

The Government resources shall have responsibilities for the implementation of this QASP as follows:

• Contracting Officer – The Contracting Officer ensures performance of all necessary actions for effective contracting, ensures compliance with the terms of the contract, and safeguards the interests of the United States in the contractual relationship. It is the Contracting Officer that assures the Contractor receives impartial, fair and equitable treatment under the contract. The Contracting Officer is ultimately responsible for the final determination of the adequacy of the Contractor’s performance.

• Contracting Officer’s Representative (COR) – An individual designated in writing by the Contracting Officer to act as her authorized representative to assist in administering a contract. The source and authority for the COR is the Contracting Officer. COR limitations are contained in the written letter of appointment.

5.0 SURVEILLANCE ITEMS AND METHODS OF QA SURVEILLANCE

The QASP Matrix provided in this document describes the performance requirements, acceptable quality level, and frequency of surveillance that may be used to monitor the services and deliverables to be provided under the contract.

The below listed methods of surveillance are anticipated to be used in the administration of this QASP.

• Random Inspection – The COR will conduct random checks to ensure compliance with the contract requirements.

• Deliverable Inspections – 100% inspection by COR of all reports, invoices, and other deliverables.

6.0 DOCUMENTATION

The COR will maintain a complete Quality Assurance Surveillance file. The file shall contain such documents as copies of all receiving reports, evaluations, recommendations, and any other actions related to the Government’s performance of the quality assurance function. All such records will be retained for the life of this contract. At a minimum, the Quality Assurance Surveillance file shall contain:

• Copies of letters of appointment for the COR

• A copy of the contract and all modifications

• A copy of the QASP and all subsequent revisions

• The names and titles of individuals on the contract administration team

• Memoranda for the record or minutes of any pre-performance meetings or conferences.

• Memoranda for the record or minutes of any meetings or discussions with the contractor, or others, pertaining to the contract or contract performance or changes to the PWS.

• Reports relating to the performance of the QA function

7.0 ANALYSIS OF CONTRACTOR PERFORMANCE The analysis of contractor performance shall be conducted at the end of each month and serves to provide a summary of the Contractor’s performance to the Contracting Officer and the Contractor. Overall performance is important in determining whether to increase, decrease or maintain the current level of surveillance and/or whether to initiate corrective action to bring the Contractor’s work up to the standards of the specification.

7.1 INCENTIVES / DISINCENTIVES

a) COR Annual Report

The COR makes an annual report on Contractor Performance (CPARS), in accordance with NAVSUPINST 4205.3. Performance that exceeds the Acceptable Quality Levels established will be reflected in the annual report, and can result in the exercise of future options. Conversely, the contractor’s failure to achieve satisfactory performance under the contract, reflected in the COR’s annual report, may result in termination of the contract/task order and may also result in the loss of future Government contracts/task orders. The contractor’s failure to achieve satisfactory performance under the contract/task order may result in the discontinuation of use of this contract once the contract ordering minimum has been met.

b) Contract Discrepancy Report (CDR)

The COR may send a CDR to the Contractor when a deficiency or deficiencies occur in the Contractor's work. CDRs will be forwarded to the Contracting Officer with a copy sent to the contractor. The Contractor shall inform the Contracting Officer’s Representative (COR) in writing, within five (5) calendar days of receipt of the report, the reason(s) for unsatisfactory performance, the action the Contractor proposes to take to remedy the deficiencies, and of the measures the Contractor plans to adopt to ensure that similar deficiencies will not reoccur in the future. Based upon the contractor’s past performance and plan to solve the problem, the Contracting

Officer will determine if any further action will be taken. All costs associated with rework are the responsibility of the Contractor.

If performance is within acceptable levels, it will be considered to be satisfactory. If not, overall performance may be considered unsatisfactory

QASP MATRIX

Deliverable or Service Performance Standard Due Date Frequency Acceptable Quality Level Instructor’s Training Jacket

(IJT)

IJT is submitted as prescribed by the

PWS

Within 10 business days of period of performance start or within 10 business days of the start of a new facilitator.

Updated ITJ is required after 90 days of POP start or replacement instructor start IF trainings not completed at contract award/Facilitator start date.

100% inspection of all IJT’s

98% of IJT submissions are timely and require no rework.

Weekly Reports Weekly reports are submitted as prescribed by the PWS

Close of business each Monday

100% inspection of all weekly reports

98% of weekly reports are timely and require no rework

Daily Activities Daily input of activities, to include but not limited to retreats, workshops and meetings

Daily Daily direct observation with random inspection and monitoring.

95% of daily activities are timely submitted and require no rework

Travel Itineraries Travel itineraries include cost estimates and travel plans

14 calendar days prior to travel

100% inspection 98% of travel cost estimates and plans are timely submitted and require no rework

Trip Reports Final Trip Reports include cost documentation within JTR guidelines

Two (2) business days after return from travel.

100% inspection 98% of reports timely submitted and require no rework

CREDO Facilitators Action Reports

Action Reports for Peer Group, Facilitators Care Meeting are submitted containing all information as prescribed by the PWS.

Close of business each Monday

100% weekly inspection of each action report.

98% of all Action Reports are timely and require no rework.

Documentation Preparations Draft documents, background papers, executive summaries, memos, briefs, and meeting notes

As required Periodic Inspection 95% of submitted documents are timely and require no rework

Leadership and Facilitation of Retreats, Workshops, and Seminars

Preparations for, leadership and facilitation of retreats, workshops, and seminar modules to address from a pastoral care perspective: sexual assault prevention, suicide prevention and response, domestic violence prevention, healthy professional and interpersonal boundaries

Monthly summary reports of work completed this period, work expected to be completed during the next report period, and participant evaluations are due the 10th day of every month to COR.

100% inspection 90% of submitted documents are timely and require no rework

Overall Contract Performance Overall contract performance of sufficient quality rating in the COR annual report on Contractor Performance

Annual All elements rated Satisfactory (or higher)

100% of all CPAR submissions have Satisfactory (or higher) ratings