Attachment 3 - Quality Assurance Surveillance Plan.pdf

United States Department of Agriculture

Agricultural Research Service

QUALITY ASSURANCE SURVEILLANCE

PLAN

PROJECT: BRM Owned Tools Calibration Services Contract.

This Quality Assurance Surveillance Plan (QASP) is a government developed and applied document used to provide a standard of surveillance for monitoring the BRM Owned Tools Calibration Services Contract.

This QASP establishes the approach the government will use to conduct surveillance of the contractor’s quality control. The intent is to ensure that the contractor performs in accordance with performance requirements 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.

The contractor is responsible for management and quality control actions to meet the terms of the contract. The role of the government’s quality assurance (QA) representative (BRM Quality Specialist) is to ensure the contractor performs quality control to adequately meet contract standards. USDA-ARS performance assessments will be assigned to and authorized by the COR. The COR will evaluate the contractor's performance under the Quality Assurance Surveillance Plan (QASP).

From the start of the contract, all contractor operational procedures and quality assurance measures will be tested and implemented. As the performance period progresses, the levels of surveillance may be altered for service areas in cases where performance is either consistently excellent or consistently unsatisfactory. If observations reveal consistently good performance, then the amount of surveillance may be reduced. If observations reveal consistent deficiencies, increased surveillance may be implemented.

Although USDA-ARS may develop a Quality Assurance Surveillance Plan, USDA-ARS surveillance of contractor performance is not limited to the QASP or the performance objectives, incentives/remedies, etc. USDA-ARS has the right to inspect and test all services called for by the contract and commitments made by the contractor during the solicitation process, to the extent practicable at all places and times during the term of the contract. USDA-ARS will perform inspections and tests in a manner that will not unduly delay the work. If any of the services performed do not conform to contract requirements, USDAARS may require the contractor to perform the services again in conformity with contract requirements, at no increase in contract amount. When the defects in services cannot be corrected by re-performance, USDA-ARS may: (1) require the contractor to take necessary action to ensure that future performance conform to contract requirements and (2) reduce the contract price to reflect the reduced value of the services performed. If the contractor fails to promptly perform the services again or take the action necessary to ensure future performance in conformity with contract requirements, USDA-ARS may: (1) by contract or otherwise, perform the services and charge to the contractor any cost incurred by USDAARS that is directly related to the performance of such service, or (2) terminate the contract for default. "Services", as used in this clause, includes services performed, workmanship, and material furnished or used in performing services.

The contractor’s routine performance is evaluated objectively against the performance-based standards provided in the PWS. The basis of performance-based contracting allows for some flexibility in enforcement to encourage innovation by the contractor in achieving the desired results. The government has the right to inspect and test all services called for in the contract. When services are deficient and cannot be re-performed satisfactorily by the contractor, the government will refer to the Inspection of Services clause for remediation.

Methods of Inspection:

The below listed methods of surveillance may be used in the administration of this QASP. They can occur quarterly, monthly, or as needed:

1. 100% Inspection

a. The COR may conduct 100% inspections of the work defined in the PWS. The COR will also review information submitted in the required reports defined in the PWS (if applicable).

2. Periodic Inspection

a. The government may conduct periodic inspections monthly, quarterly, or on an as-needed basis. The periodic inspection shall be conducted by the COR.

3. Random Inspection

a. The government may conduct random monitoring by reviewing information/reports required and submitted in accordance with the contract. The random monitoring shall be performed by the COR.

4. Performance Evaluation Meetings

a. The contractor and the COR will meet as often as necessary to review the contractor’s performance and address any discrepancies that have been noted during the period of performance. A mutual effort will be made to resolve identified issues.

5. Personnel Feedback

a. The COR may provide and collect BRM personnel surveys or complaints regarding performance. A mutual effort will be made to resolve any problems/issues identified.

Level of surveillance may be conducted on a monthly, quarterly, or as-needed basis and an analysis of the results will determine if the contractor met the standards or did not met the standards identified in the PWS/contract.

Performance Requirements Summary (PRS):

Performance Objective Acceptable Quality Level Method of Inspection

The contractor must provide adequate hard case shipping equipment capable of protecting sensitive scientific devices against shock and vibration during transport to and from

NBAF listed in Technical Exhibit -1 (TE-1).

Contractor is responsible for viewing the TE attached with the contract package and providing packaging for shipment. The equipment specifications and capacities should be clearly documented, and this documentation should be provided to the

COR.

Periodic Inspection invoice documentation for the equipment outlined in the Technical Exhibit -1 (TE-1) that should list that each instrument with serial number is in possession of the vendor or has been returned to NBAF without error.

Documentation providing the item description and serial number identifying that each item has been checked out of NBAF by the contractor, and the date the items have been removed / returned from the NBAF facility. This document shall be signed and dated by both the COR and the contractor. A digital copy will be required for NBAF tracking and records.

100% Inspection certification decontamination processes, pass / fail certificates for each item in the Technical Exhibit -1 (TE1) that establish evidence that the process is capable of consistently delivering desired results.

Certification reports from the calibration vendor signed by the calibrating technician. Indication that the device has passed testing and is operating within the recommended standards set forth by the manufacturer, and due date of next re-calibration.

100% Inspection

The contractor must ship and track NBAF equipment in a timely and efficient manner to effectively reduce time equipment is unavailable for use.

Consider alternate Calibration

Vendors if lead time exceeds 30 calendar days.

Shipping and receiving in a timely manner to minimize the unavailability of NBAF owned equipment and scientific devices that could delay government sensitive and personal safety operations. Provide estimated time equipment will be returned.

Communicate with the COR any extended delays.

Personal Feedback

The contractor must have adequate staffing to complete the scope of work in a timely manner.

Throughout the entire contract trained/experienced contractor staff are capable of meeting the various requirements throughout the period of performance.

Personnel Feedback

Effective contract surveillance relies on the COR identifying and documenting discrepancies during performance of routine daily services, or through the period of performance of the contract. The COR will report discrepancies to the contractor for timely resolution. Surveillance may consist of periodic reports, and customer feedback and timeliness of contract deliverables/reports. The COR will maintain a complete QA file which will be retained by the COR for the life of the contract. Information in the QA file will be considered when completing the annual CPARS report.

QUALITY ASSURANCE SURVEILLANCE PLAN