Attachment 5 - QASP.pdf

Quality Assurance Surveillance Plan For: U.S. Army Public Health Center

Contract Number: < upon award, enter contract number> Contract Description: Drinking Water Analysis

Contractor’s name: < upon award, enter contractor name > (hereafter referred to as the contractor).

1. PURPOSE

This Quality Assurance Surveillance Plan (QASP) provides a standard of surveillance for U.S. Army Public Health Center (APHC) analytical services of Drinking Water Sample Analysis contract and a systematic approach for conducting surveillance over the performance aspects of the effort. The QASP is for the use of government Quality Assurance (QA) personnel to insure contract standards are being met. For the purposes of this effort, the applicable QA representative is the Government Contracting Officer’s Representative (COR).

The QASP provides a systematic method to evaluate the services that the Contractor is required to furnish, but not the details of how the Contractor accomplishes the work.

This plan uses inspection as the primary evaluation criteria. This surveillance assures the Government that the Contractor’s performance is acceptable.

Any noncompliance with contract performance is deemed “sub par”. The term “sub par” refers to a support service that does not meet the standard of performance specified in the contract. The Contractor, not the Government, is responsible for management and quality control actions to meet the terms of the contract. The methods of surveillance recognize that unforeseen and uncontrollable problems do occur. Effective management and use of a quality control plan will allow the Contractor to operate within the specified surveillance requirements. QA personnel are expected to be objective, fair, and consistent in evaluating the Contractor’s performance against the standards.

2. GOVERNMENT ROLES AND RESPONSIBILITIES

The following personnel shall oversee and coordinate surveillance activities.

Contracting Officer (KO) - The KO shall ensure performance of all necessary actions for effective contracting, ensure compliance with the contract terms, and shall safeguard the interests of the United States in the contractual relationship. The KO shall also assure that the contractor receives impartial, fair, and equitable treatment under this contract.

The KO is ultimately responsible for the final determination of the adequacy of the contractor’s performance.

Assigned KO: Sharew Hailu Organization or Agency: USAMRAA Telephone: 301-619-9201

Contract Specialist (CS) - The CS acts as an acquisition consultant and serves as liaison between the contract office and Walter Reed Army Institute of Research (WRAIR).

Assigned CS: Brenda Mena Telephone: 301-619-1013 Email: brenda.i.mena.civ@mail.mil

Contracting Officer’s Representative (COR) - The COR is responsible for technical administration of the contract and shall assure proper Government surveillance of the contractor’s performance. The COR shall keep a “QASP and Performance” file. At the conclusion of the contract or when requested by the KO, the COR shall provide documentation to the KO. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf. The contractor shall refer any changes they deem may affect contract price, terms, or conditions to the KO for action.

Assigned COR: TBD at time of award Telephone:

Email:

Other Key Government Personnel - <enter name or delete these lines if not applicable.

This may include Performance Monitors, Inspectors, etc. who act on behalf of the COR to monitor performance.> Title: <enter title> Telephone: <enter number> Email: <enter address>

3. CONTRACTOR REPRESENTATIVES

The following employees of the contractor serve as the contractor’s Program Manager and Task Manager 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. You may delete the stated roles or change the naming convention if applicable. >

Program Manager - <upon award, enter name> Telephone: <enter number> Email: <enter address>

Task Manager - <upon award, enter name> Telephone: <enter number> Email: <enter address>

Other Contractor Personnel - <upon award, enter name or delete these lines if not applicable>

Title: <enter title> Telephone: <enter number> Email: <enter address>

4. PROCEDURES

Quality Assurance Schedule

The Contractor’s performance will be evaluated with scheduled verification check with every sample shipment. If the Contractor’s performance during the current period of performance is considered satisfactory, then the Government intends to award the following option year.

Surveillance

All surveillance inspections made by the COR (APHC QA representative) will include examination of the Data Package and EDD deliverables for each sample delivery group to determine quality standards have been met, the package was received on time and is technically complete. It will also include the accuracy of the invoice submitted for each group. Any unacceptable deliverables will be documented by the COR and communicated to the contract or for immediate resolution. Documentation will record the Contractor’s past performance. This documentation becomes the official Government record of the Contractor’s performance.

When surveillance detects unacceptable service, the COR will record the information and request the Contractor to verify via email the unacceptable service. The Contractor will be required submit corrective actions, alleviating the unacceptable performance. The results will be documented.

5. UNACCEPTABLE PERFORMANCE

When performance is deemed unacceptable, the COR will inform the Contractor POC for the situation to be addressed. If actions are not initiated to rectify the poor performance, the COR will inform the Contracting Officer and the management of the Contract Laboratory for further action.

The COR will notify the Contracting Officer of sub par performance. If any services do not conform to contract requirements, the Government may require the Contractor to re perform the contract requirements at no increased cost to the Government. When sub-par performance cannot be corrected by re-performance the Government may:

Require the Contractor to take action necessary to ensure future performance conforms to contract requirements.

Reduce the contract price to reflect the reduced value of the services performed.

Per the terms identified in the contract.

If the Contractor fails to promptly re-perform the services, or to take the necessary action to ensure that future performance conforms to contract requirements, the Government may:

By separate contract or otherwise, perform the services and charge to the Contractor any cost incurred by the Government that is directly related to the performance of such service or:

o Issue a Cure Notice o Issue a Show Cause Notice o Terminate the contract for Convenience o Terminate the contract for Default

6. SURVEILLANCE GUIDE

The QASP Surveillance Guide defines the performance objective and shows the pertinent portion of the Performance Work Statement, the Performance Threshold and the Government’s Method of Surveillance for this contract.

7. PERFORMANCE REQUIREMENTS SUMMARY MATRIX

# PWS

Reference

Performance Objective

Performance Standard

Acceptable Quality Level

Method of Surveillance

1 6.1.3 Contractor will analyze samples within 15 calendar days of receipt (Standard)

Track time and date of sample receipt in the lab and time and date of receipt of final report at the PHC

Meets: >99% Scheduled Verification Check with every sample shipment

2 6.1.3 Contractor will analyze

Track time and date of

Meets: >99%. Scheduled Verification samples within 8 calendar days of receipt (High Priority).

sample receipt in the lab and time and date of receipt of final report at the PHC

Check with shipment

3 6.1.3 Contractor will analyze samples within 5 Calendar days of receipt (Top Priority)

Track time and date of sample receipt in the lab and time and date of receipt of final report at the PHC

Meets: >99% Scheduled

Check with shipment

4 Attachment

Technically Acceptable Report and

Electronic Data Deliverable

(EDD)

Monitor reports and electronic data results for each project set

Meets: >99% Scheduled

Check with every sample shipment.

COR reviews data outputs for compliance with EDD

5 6.1.4 Certifications and accreditations

Monitor contract lab to insure required certifications and accreditations are maintained

100%

Random Check

PERFORMANCE REPORT

Contract Number: <insert number>

Prepared by: (Name of COR)

Date and time of observation: <insert date>

Observation:

<Examples of items to include in a report are:

- Method of surveillance.

- How frequently you conducted surveillance.

- Surveillance results (Exceeds, Meets, Does Not Meet).

- Number of observations.>

Prepared by:

COR’s Signature Date

CONTRACT DISCREPENCY REPORT (CDR)

< The COR may initiate a CDR at any time, including whenever the number of monthly recorded defects for a performance standard exceeds the allowable number of defects; anytime unacceptable performance is determined critical in nature and requires formal corrective action;

and whenever an unfavorable trend is detected in contractor performance.>

Contract Number: <insert number>

Contractor Project Manager: <insert name>

From:

Date and time observed discrepancy:

Contract Discrepancy:

<Describe in detail. Identify any attachments.>

Corrective action plan:

A written corrective action plan < is / is not > required.

< If a written corrective action plan is required include the following. > The contractor shall provide the COR with the Corrective Action Plan not later than < # days after receipt of this

CDR. >

Prepared by: TBD

COR’s Signature Date

Received by: <Enter contractor project manager’s name>

Contractor Project Manager’s Signature Date