Attachment 5 REL 2027_31 QASP.pdf

Regional Educational Laboratories Cycle 2027-2031

QUALITY ASSURANCE SURVEILLANCE PLAN

1. Purpose: This Quality Assurance Surveillance Plan (QASP) describes methods that the Government will use to monitor whether the Vendor’s performance on the task order is acceptable. The QASP is the Government 's written plan for administering the Contract and monitoring major aspects of the Contractor's performance.

2. Introduction: The QASP establishes a method to evaluate the services the Contractor is required to furnish. It is designed to provide an effective method of monitoring Contractor performance for each listed objective on the Performance Requirements Summary (PRS) in the task order.

The Government utilizes the QASP to focus on the quality, quantity, timeliness, etc. of the performance outputs to be delivered by the vendor(s) and not on the steps required or procedures used to provide the contracted product or services.

3. The QASP is not part of the Task Order. If it is provided to the Contractor, it is provided solely for informational purposes and is subject to change by the Government at any time during the task order performance period. The Government reserves the right to perform more or less surveillance than is provided in this QASP without modification to the task order; however, any changes to the incentives/disincentives will be negotiated as they are part of the PRS. If performance of any required service is unsatisfactory as a result of the Contractor's actions or omissions, then the Government may reduce the task order payments to reflect the decreased value of any of the services received in accordance with the PWS/PRS and/or applicable FAR clauses.

4. Responsibility for Quality Control: The Contractor, not the Government, is responsible for quality control and management actions to meet the terms of the Contract. The role of the Government is to perform quality assurance to monitor whether Contract performance standards are achieved.

5. Surveillance Methods: The Government will evaluate the Contractor's performance under this task order. Government surveillance may include, but is not limited to, the following methods:

Contracting Officer’s Representative (COR) Inspections (100% or Periodic) Monthly Reports Customer Feedback Customer complaints with COR verification

6. Deduction Methods: The Government will record all instances of substandard performance, whether through inspections, direct observation, customer complaint, or any other mechanism.

The Government's preferred course of action will be discussions with the Contractor to make the Contractor aware of the problem, and to effectively prevent any recurrence of substandard performance. However, the Government may also take the following actions in addition to, or instead of, discussions with the Contractor:

a. Presentation of a Contract Discrepancy Report requiring a written explanation for substandard performance;

b. Payment deductions in accordance with the PRS; and/or Payment deductions in accordance with the applicable FAR clause(s).

7. Inspection Guidelines: The COR, in conjunction with the Contracting Officer (CO), will conduct periodic meetings with the vendor(s) to discuss operations, problem areas and at a minimum, perform quarterly performance reviews. The quarterly performance reviews will be conducted based on results from surveillance methods identified in the QASP. The annual performance data reviews will be based on cumulative data. Quarterly and cumulative performance data and task order compliance will form the basis for determining best value vendors and will be used as past performance information for future awards. The COR and CO will use both Government generated and vendor generated information in their performance reviews. The COR should immediately notify the CO, if the COR is unable to reach resolution of a performance problem with the vendor(s). The identified task order tasks and performance standards will be used for performance evaluations and to notify the vendor(s) of performance deficiencies. The COR will generate a Contract Discrepancy Report (CDR) should the vendor(s) performance deviate below the acceptable performance standard for the specified task order task. The COR will forward a copy of the CDR to the CO should the vendor(s) deficiencies develop a pattern of contractual failure. The vendor will be required to respond to the CO generated CDR. The vendor(s) response shall be in writing and shall explain why the performance deviated from the performance standard, how the performance will be returned to acceptable levels, and how a recurrence of the problem will be prevented in the future.

8. PRS Performance Summary with planned QASP - See attached QASP Table

PERFORMANCE REQUIREMENTS SUMMARY (PRS)

WITH ASSOCIATED QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

Subject to change at Government’s discretion

Objectives Required Service Performance Standard Incentives/Reductions QASP – Planned Method/ Frequency of

Surveillance

1. On-Time Deliverables Provide all deliverables on time

No deliverable is delayed without prior notification and COR approval (unless Government causes delay).

Contractor success in meeting due dates may result in Contractor receiving a “Satisfactory” in the Contractor’s performance evaluation for Schedule.

Contractor success in early delivery (≥1 business day in advance of due date) of acceptable deliverables listed in the deliverables schedule may result in Contractor receiving an evaluation rating above “Satisfactory” in the Contractor’s performance evaluation for Schedule.

Contractor failure to meet this performance standard may result in negative feedback in the Contractor's performance evaluation for Schedule.

Failure to meet the deliverable schedule will result in corrective action as determined appropriate by the Contracting Officer in consultation with the COR. The range of possible actions includes withholding payment, renegotiating the schedule in conjunction with appropriate consideration, and partial or total termination for convenience/cause.

Nothing contained in this or subsequent sections of this document shall be interpreted as limiting the sound discretion of the Contracting Officer to formulate and impose contractual remedies against the contractor.

Deliverables will be reviewed for timeliness by the COR. 100% of deliverables will be inspected.

2. Comprehensive, Research and Analysis, and other deliverables.

The Contractor shall provide comprehensive deliverables that that utilize known best practices.

The deliverables shall:

• Meet all requirements set forth in the PWS

• Be written in a clear and logical manner

• Identify source searched

• Be able to be independently verified

• Be prepared IAW department procedures

• Provide supporting documentation as applicable.

Contractor success in providing ≥90% of all deliverables in deliverables schedule that meet the performance standards may result in Contractor receiving a “Satisfactory” in the Contractor’s performance evaluation for Quality of Product/Service.

Contractor success in providing ≥95% of all deliverables in the deliverables schedule that meet the performance standards may result in Contractor receiving an evaluation rating above “Satisfactory” in the Contractor’s performance evaluation for Quality of Product/Service.

Contractor failure to meet this performance standard may result in negative feedback in the Contractor's performance evaluation for Quality of Product/Service. Failure to provide acceptable deliverables that meet the performance standards will result in corrective action as determined appropriate by the Contracting Officer in consultation with the COR. The range of possible actions includes re-performance of work, withholding payment, renegotiating the schedule in conjunction with appropriate consideration, and partial or total termination for convenience/cause.

Contractor failure to meet this performance standard may result in negative feedback in the Contractor's performance evaluation for Quality of Product/Service. Failure to provide acceptable deliverables that meet the performance standards will result in corrective action as determined appropriate by the Contracting Officer in consultation with the COR. The range of possible actions includes re-performance of work, withholding payment, renegotiating the schedule in conjunction with appropriate consideration, and partial or total termination for convenience/cause.

Customer feedback and verification by the

COR.

3. Quality Technical Writing

All documents produced by the Contractor shall be well designed, clearly written, expertly edited, and meet the requirements set forth in the PWS. This includes the expectation that all products (including PowerPoint Slides) be 508 compliant from the start for every version (e.g., draft, final) based on the revised 508 Standards incorporating WCAG 2.1 Level AA or such later version as the Department adopts. Automated checking of 508 compliance is necessary but not sufficient and manual verification is required for reading order, alternative text adequacy and meaningful sequence.

• In accordance with Department procedures and revised 508 Standards incorporating WCAG 2.1 Level AA or later version adopted by the Department

• Written in clear and simple language

• Organized in a logical manner

• Free of grammatical errors

(See Incentives/Reductions for Objective 2.) Customer feedback and verification by the

COR.

4. Management of Key Personnel

All personnel shall be qualified professionals that match the qualifications of the key position.

The government is notified in a timely manner of replacement of personnel.

• Contractor’s ability to match the qualifications of the key position with the person who filled the key position.

• Key personnel are supported by the Contractor, so they are able to work effectively.

• Timely Government notification of replacement of key personnel.

• Timely action is taken by the contractor to correct key persons that are not performing well.

• Replacement key person(s) meet or exceed the qualifications of the position.

Contractor success with regard to management of key personnel may result in Contractor receiving a “Satisfactory” in the Contractor’s performance evaluation for Management.

Contractor success with regard to management of personnel, replacement of personnel within 5 business days of personnel removal, and/or minimizing replacement of personnel for failure of personnel to meet qualifications may result in Contractor receiving a rating above “Satisfactory” in the Contractor’s performance evaluation for Management.

Contractor failure to meet this performance standard may result in negative feedback in the Contractor's performance evaluation for Management. Failure to provide acceptable personnel will result in corrective action as determined appropriate by the Contracting Officer in consultation with the COR.

Customer feedback

5. Business Relations The integration and coordination of all activity needed to execute the contract.

• Timely and proper submission of accurate invoices IAW FAR Clause 52.212-4 (g).

• Following all applicable security protocols and procedures and projection of information standards.

Contractor success with regard to business relations and correction of incorrect invoices within ≤2 business days of rejection may result in Contractor receiving a “Satisfactory” in the Contractor’s performance evaluation for Business Relations.

Contractor success with regard to business relations, correction of incorrect invoices within ≤1 business day of rejection, “Satisfactory” in the Contractor’s performance evaluation for Management of Key Personnel.

Contractor failure to meet this performance standard may result in negative feedback in the Contractor's performance evaluation for Business Relations. Failure to meet this standard will result in corrective action as determined appropriate by the Contracting Officer in consultation with the

100% review of invoices by the COR and recommendation for payment.

Customer feedback.

6. Program Management

Task Order is managed to achieve goals on time and meet standards.

Communication is proactive, clear and integrated across teams.

Project Manager organizes and assigns work, oversees and evaluates completion of tasks, develops and maintains project reports, and briefs IES/COR on progress of tasks;

anticipates problems and develops solutions to ensure tasks and overall project is completed on schedule.

Contractor success with regard to management of may result in Contractor receiving a “Satisfactory” or above rating in the Contractor’s performance evaluation for Management.

Contractor failure to meet this performance standard may result in negative feedback in the Contractor's performance evaluation for Management.

Customer feedback