Attachment 5 - Quality Assurance Surveillance Plan.pdf

Quality Assurance Surveillance Plan

1. PURPOSE:

This Quality Assurance Surveillance Plan (QASP) provides a systematic method to evaluate performance for the stated contract. The 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 determined.

This QASP does not detail how the contractor accomplishes 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 should recognize that unforeseen and uncontrollable situations may occur.

2. AUTHORITY:

This QASP is a “living document” and the Government may review and revise it on a regular basis.

However, the Government shall coordinate changes with the contractor. Copies of the original QASP and revisions shall be provided to the contractor and Government officials implementing surveillance activities.

3. GOVERNMENT ROLES AND RESPONSIBLITIES:

The following personnel shall oversee and coordinate surveillance activities:

a. Contracting Officer (CO) – The CO 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 CO staff also assure that the contractor receives impartial, fair and equitable treatment under this contract. The CO is ultimately responsible for the final determination of the adequacy of the contractor’s performance:

Assigned CO: David Halla Organization or Agency: Western Area Power Administration Telephone: (720) 962-7162 Email: halla@wapa.gov

b. Contract Specialist (CS) – The CS acts as an acquisition consultant and serves as liaison between Contractor and the Western Area Power Administration Contracting Office as well as liaison between the Transmission Infrastructure Program.

Assigned CS: Diana T. Weiss Telephone: (720) 962-7153 Email: dweiss@wapa.gov

c. 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 quality assurance file. At the conclusion of mailto:dweiss@wapa.gov the contract or when requested by the CO, the COR shall provide documentation to the CO.

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 CO for action.

Assigned COR: Roman Fontes Telephone: (720) 962-7715 Email: fontes@wapa.gov

4. CONTRACTOR REPRESENTATIVE:

The following employees of the contractor serve as the contractor’s Program Manager and Technical representative for this contract. This representative shall be the first point of contact regarding any issues associated with the technical performance of this contract. Any correspondence regarding issues specifically related to the terms and conditions of the contract shall include the Contracting Officer and Contract Specialist listed in Section 3.

a. Program manager / Technical Representative: TBD Telephone:

Email:

5. PERFORMANCE STANDARDS:

Performance standards define desired services. The Government performs surveillance to determine if the contractor exceeds, meets or does not meet these standards.

Based upon the complexity of the work required, an individual task order may include a Performance Requirements Summary Matrix, tied to the task order Performance Work Statement which includes specific performance work standards. The Government shall use these standards to determine contractor performance and shall compare contractor performance of the Acceptable Quality Level

(AQL).

6. METHODS OF SURVEILLANCE:

The below listed methods of surveillance shall be used in the administration of the QASP. In addition to specific instructions that may be mentioned, the appropriate standardized form that is to be used for documentation for the QA surveillance is the surveillance activity checklist.

Direct Observation – Periodic review of work products for compliance with work scopes and task orders by COR and Technical Representative.

User Feedback – Written or oral feedback to the COR from WAPA personnel on the quality, timeliness and accuracy of products from the contractor in fulfillment of task orders and work tasks.

Periodic Sampling – Periodic reviews of invoicing and correspondence from contractor with respect to contract fulfillment and obligations.

7. RATINGS

Metrics and methods are designed to determine if performance exceeds, meets or does not meet a given standard and acceptable quality level. A rating scale shall be used to determine a positive, neutral, or negative outcome. The following ratings shall be used

Exceptional Performance significantly exceeds contract requirements to the Government’s benefit Satisfactory Performance meets contractual requirements Unsatisfactory Performance does not meet contractual requirements

8. DOCUMENTING PERFORMANCE

When the COR determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR) and present it to the contractor’s task manager. A CDR template is attached to the 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 of the CDR the contractor has to present this corrective action plan to the COR. The Government shall review the contractor’s corrective action plan to determine acceptability.

Any CDRs may become a part of the supporting documentation for any part performance reporting required such as CPARS or PPIRS, for contract payment deductions per agreed upon performance work standards and acceptable quality levels if included in a task order, or other actions deemed necessary by the CO.

a. ACCEPTABLE PERFORMANCE The Government shall document positive performance. A report template is attached. Any report may become a part of the supporting documentation for any past performance reporting required such as CPARS or PPIRS.

b. UNACCEPTABLE PERFORMANCE When unacceptable performance occurs, the COR shall inform the contractor. This will normally be in writing unless circumstances necessitate verbal communication. In any case the COR shall document the discussion and place it in the COR file.

9. FREQUENCY OF MEASUREMENT

a. Overview During contactor/task order performance, the COR shall take periodic measurements as specified in the QASP. The frequency of measurement shall be determined in consultation with the CO and CS for contractual compliance but at a minimum at the close out of each task order.

Surveillance results may be used as the basis for actions against the contractor as determined by the CO. In such cases, inspection and acceptance clauses in the Contract becomes the basis for the CO’s action. The results of the surveillance will also be used to determine whether or not the Government should exercise its right to extend the term of the contract through any options included.

b. Frequency of Performance Assessment Meetings

The COR shall meet with the contractor to assess performance and shall provide a written assessment.

QASP PERFORMANCE REPORT

1. Contract Number:

2. Prepared by: (COR Name)

3. Date and Time of observation:

4. Observations: Narrative describing performance related to contract requirements, task orders or other activities in fulfillment of contractual requirements as approved by KO. Narrative may provide details with respect to rating rationale as determined by COR.

CONTRACT DISCREPANCY REPORT (CDR)

1. Contract Number:

2. To:

3. From:

4. Date and time observed discrepancy:

5. Discrepancy or Problem:

6. Corrective Action Plan: Narrative summary of corrective actions discussed between COR and contractor.