Attachment_E_-_Draft_QASP.docx
DOCX document 46 KB Posted
- Attached to
- IDIQ DOL Furniture and Relocation Services
- Solicitation number
- 1605C1-24-R-00004
About this file
This document is a Quality Assurance Surveillance Plan (QASP) for an Indefinite Delivery/Indefinite Quantity (IDIQ) contract for DOL Furniture and Relocation Services. The IDIQ contract will provide a nationwide, scalable, and economical turn-key solution for the Department of Labor, including furniture, fixtures, equipment, interior design services, transition planning, physical relocation services, project management, AV technology, and other related services.
The QASP outlines the performance standards, quality assurance methods, and rating system the government will use to monitor the contractor's performance. Key performance objectives include maintaining required certifications/credentials, error-free requirements gathering and development, on-time project schedule development, quality workmanship for furniture and installation, and timely completion of punch list items and final documentation. The government will use a combination of direct observation, 100% inspection, progress meetings, and analysis of contractor reports to assess performance against defined acceptable quality levels. Contractor performance will be rated as exceptional, very good, satisfactory, marginal, or unsatisfactory, with unacceptable performance potentially resulting in corrective action plans or contractual remedies.
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Other files
| File | Type | Posted |
|---|---|---|
| Attachment_D_-_Wage_Determination_2015-4281_12262023.pdf | ||
| Attachment_B_-_Past_Performance_Questionnaire.docx | DOCX document | |
| Attachment_C_-_Question_and_Answer_Spreadsheet.xlsx | XLSX spreadsheet | |
| Attachment_A_-_IDIQ_Pricing_Table.xlsx | XLSX spreadsheet | |
| Sol_1605C1-24-R-00004.pdf |
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Text version
QUALITY ASSURANCE SURVEILLANCE PLAN
FOR
DOL Furniture and Relocation Services Indefinite Delivery/Indefinite Quantity (IDIQ).
For: DOL Furniture and Relocation Services
RFP: TBD
Contract Number: TBD Contract Description: The Department of Labor intends to issue an Indefinite Delivery/Indefinite Quantity (IDIQ) to a vendor with the expertise to provide a nation-wide, scalable and economical Turn-Key Solution that includes, but is not limited to: Furniture, Fixtures, and Equipment (FF&E), interior design services, transition planning and coordination, storage, physical relocation services, project management, Audio-Visual (AV) technology equipment and services, delivery and installations services, signage, and other ancillary services/ products related to DOL requirements within the scope provided in this document and as detailed in the individual Task Orders. FF&E may include lease or purchase options but is not limited to office furniture, systems furniture, conference room furniture, mailroom furniture, lounge furniture and other ancillary furniture (Break, Touchdown and Wellness Rooms), as well as audio visual equipment, signage, delivery, installation and removal of all FF&E.
Additionally, this Contractor provides support services for data gathering and analysis, space planning and design, policy recommendations, change management, and implementation assistance regarding relocation/moving services, space optimization, enhanced organizational effectiveness and employee experience, as well as consolidating and co-locating program areas in order to provide modern, highly functional and efficient, office space that will allow for increased workforce density, acoustic comfort, and enhanced productivity, increase the recruitment and retention of personnel and increase employee effectiveness through improved collaboration and communication spaces and technologies. Architectural design, engineering, move oversight, change management leadership and building program services to outline moves including renovation and space modernization of proposed space.
The Contractor shall perform all tasks to the standards in this contract and all applicable building codes and regulations. Provide materials and associated accessories that are easily maintained, durable, and suitable in accordance with industry standards for the architectural surface being finished.
Contractor’s name: TBD Purpose This Quality Assurance Surveillance Plan (QASP) provides a systematic method to evaluate performance for the stated contract. This 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 documented?
This QASP does not detail how the contractor accomplishes the 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.
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. Updates shall ensure that the QASP remains a valid, useful, and enforceable document. Copies of the original QASP and revisions shall be provided to the contractor and Government officials implementing surveillance activities.
The following FAR clauses may apply depending on contract type:
52.246-4 Inspection of Services – Fixed-Price, 52.246-6 Inspection of Services – Time-and-Material and Labor-Hour
Government Roles and Responsibilities 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 shall 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: Deborah Worrells, Division Chief, Customer Acquisitions Services (CAS) Organization or Agency:
Office of the Senior Procurement Executive (OSPE) Office of Acquisition Services (OAS), Division III U.S. Department of Labor, OASAM Telephone: 304-256-3389 Email: worrells.deborah@dol.gov
b. 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 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: Martha Oeur Telephone: 202-693-4007 Email: Oeur.Martha.SW@dol.gov
c. Other Key Government Personnel – Heath Rehkop Title: Lead Interior Designer Telephone: 202-693-4016 Email: Rehkop.christopher.h@dol.gov
Contractor Representatives The following employees of the contractor serve as the contractor’s Contract 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.>
a. Contract Manager - <upon award, enter name> Telephone: <enter number> Email: <enter address>
b. Task Manager - <upon award, enter name> Telephone: <enter number> Email: <enter address>
c. Other Contractor Personnel - <upon award, enter name or delete these lines if not applicable> Title: <enter title> Telephone: <enter number> Email: <enter address>
Performance Standards Performance standards define desired services. The Government performs surveillance to determine if the contractor exceeds, meets or does not meet these standards.
The Performance Requirements Summary Matrix, paragraph Technical Exhibit 1 in the Performance Work Statement includes performance standards. The Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL).
TECHNICAL EXHIBIT 1
| Performance Objective |
| Standard |
| Performance Threshold |
| Method of Surveillance |
PRS # 1.
Special Qualifications
| Must maintain special qualification standards throughout the contracts period of performance. |
| Certifications/Credentials must be maintained100% of the time. |
| 100% inspection by Technical Oversight. |
Continuous Observation by COR and Technical Oversight
PRS # 2.
Requirements Gathering and Development
| Requirements gathering and developed in accordance with industry standards. |
| Documents must be 100% error free |
| Periodic Surveillance via weekly status reports |
Continuous Observation by COR and Technical Oversight Customer input via service delivery 100% inspection by Technical Oversight.
PRS # 3
Project Schedule Development and Systems Functional Review
| Must be developed Monthly in accordance to industry standards |
| Documents must be 100% error free and 100% compliant with ETA’s current operational state. |
| Periodic Surveillance via weekly status reports |
Continuous Observation by COR and Technical Oversight Customer input via service delivery 100% inspection by Technical Oversight.
PRS # 4
Documentation/ Submission
| As needed |
| Documents should be 100% error free. |
| 100% inspection by Technical Oversight. |
Continuous Observation by COR and Technical Oversight Customer input via service delivery
PRS # 5
Finishes and options in accordance with PWS Part 5.
| Industry standards and quality workmanship. |
| Zero deviation from the standard |
| Random Sampling via submission and/or meetings. |
Customer input via service delivery.
100% inspection by Technical Oversight.
PRS # 6
Installation in accordance with PWS Part 5.
| Procurement Package, Drawings and Documents. |
| Zero deviation from the standard |
| Periodic Surveillance via weekly status reports |
Continuous Observation by COR and Technical Oversight Customer input via service delivery 100% inspection by Technical Oversight.
PRS # 7
Punch List Completion in accordance with PWS 5.
| Punch List with before and after pictures and resolutions |
| Zero deviation from the standard |
| Periodic Surveillance via weekly status reports |
Continuous Observation by COR and Technical Oversight Customer input via service delivery 100% inspection by Technical Oversight.
PRS # 8
Final Documentation in accordance with PWS Part 5.
| Procurement Package, Drawings and Documents. |
| Must be 100% completed by the date prior to the project completion |
| Periodic Surveillance via weekly status reports |
Continuous Observation by COR and Technical Oversight Customer input via service delivery 100% inspection by Technical Oversight.
Incentives The Government has determined this contract will not be incentivized.
Methods of QA Surveillance Various methods exist to monitor performance. The COR shall use the surveillance methods listed below in the administration of this QASP.
Regardless of the surveillance method, the COR shall always contact the contractor's task manager or on-site representative when a defect is identified and inform the manager of the specifics of the problem. The COR, with assistance from the CO, shall be responsible for monitoring the contractor’s performance in meeting a specific performance standard/AQL.
· DIRECT OBSERVATION. (Can be performed periodically or through 100% surveillance.)
· 100% INSPECTION. (Evaluates all outputs. Most applicable to small quantity, but highly important services. May be used where there are written deliverables and stringent requirements such as tasks required by law, safety, or security.)
· PROGRESS OR STATUS MEETINGS.
· ANALYSIS OF CONTRACTOR'S PROGRESS REPORTS. (Evaluate cost, schedule, etc.)
Surveillance results may be used as the basis for actions (to include payment deductions) against the contractor. In such cases, the Inspection of Services clause in the Contract becomes the basis for the CO’s actions.
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: Performance Feedback.
Documentation is required to record, evaluate, and report contractor’s performance. On a monthly basis, the COR will complete a narrative summary of contractor performance assessment in USFK Form 173-R (for Service Contract) or DD Form 2626 (for Construction Contract) and forward it to the CO that includes the following assessment elements. This is a requirement of USFK 715-2 to provide the contractor a snapshot view of their performance.
| Performance Element |
| Description |
Quality of Service Assess the contractor’s conformance to contract requirements, specifications, and standards of good workmanship (e.g., commonly accepted technical, professional, environmental, or safety health standards).
Schedule Assess the timeliness of the contractor against the completion of the contract, task orders, milestones, and delivery schedule, administrative requirements (e.g., efforts that contribute to or effect the schedule variance).
Business Relations Assess the integration and coordination of all activities needed to execute the contract, specifically the timeliness, completeness and quality of problem identification, corrective action plans, proposal submittals, the contractor’s history or reasonable and cooperative behavior, customer satisfaction, timely award and management of subcontracts.
| Management of Key Personnel |
| Assess the contractor’s performance in selecting, retaining, supporting, and replacing, when necessary, key personnel. |
| Cost Control |
| Assess the contractor’s performance in cost increase/decrease on labor hours or materials. |
Contractor Performance Assessment Ratings (CPAR). Contractor ratings and criteria are described below:
| Performance Rating |
| Criteria |
| Exceptional |
| Performance meets contractual requirements and exceeds many of the government’s benefits. The contractual performance of the element or sub-element being assessed was accomplished with few minor problems for which corrective actions taken by the contractor were highly effective. |
| Very Good |
| Performance meets contractual requirements and exceeds some of the government benefits. The contractual performance element or sub-element being assessed was accomplished with some minor problems for which corrective actions taken by the contractor were highly effective. |
| Satisfactory |
| Performance meets contractual requirements. The contractual performance of the element or sub-element contains some minor problems for which corrective actions taken by the contractor appear or were satisfactory. |
| Performance Rating |
| Criteria |
| Marginal |
| Performance does not meet some contractual requirements. The contractual performance of the element or sub-element being assessed reflects a serious problem for which the contractor has not yet identified corrective actions. The contractor’s proposed actions appear only marginally effective or were not fully implemented. |
| Unsatisfactory |
| Performance does not meet most contractual requirements and recovery is not likely in a timely manner. The contractual performance of the element or sub-element contains serious problem(s) for which the contractor’s corrective actions appear or were ineffective. |
Documenting Performance
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 fixed fee payments, award fee payments, or other actions.
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.
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 or on-site representative. A CDR template is attached to this 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 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 contract payment deductions, fixed fee deductions, award fee nonpayment, or other actions deemed necessary by the CO.
Frequency of Measurement
a. FREQUENCY OF MEASUREMENT.
During contract/order performance, the COR shall take periodic measurements, once a month as specified in the AQL column of the Performance Standards Summary Matrix, and shall analyze whether the negotiated frequency of measurement is appropriate for the work being performed.
b. FREQUENCY OF PERFORMANCE ASSESSMENT MEETINGS.
The COR shall meet with the contractor once a month to assess performance and shall provide a written assessment.
Prepared by: Martha Oeur Signature – Contracting Officer’s Representative
Performance Report
1. CONTRACT NUMBER: TBD
2. Prepared by: (Name of COR) Martha Oeur
3. Date and time of observation: 11-02-2020
4. Observation:
TECHNICAL EXHIBIT 2
DELIVERABLES SCHEDULE
| Deliverable |
| Frequency |
| # Of Copies |
| Medium/Format |
| Submit To |
| KICK-OFF MEETING |
| DUE [7] CALENDAR DAYS AFTER NTP |
| N/A |
| IN PERSON/ VIDEO |
| COR/ PM |
| PERSONNEL LIST/ SECURITY REQUIREMENTS |
| DUE [7] CALENDAR DAYS AFTER NTP |
| 1 COPY |
| ELECTRONIC |
| COR/ PM |
| PROJECT DIRECTORY |
| DUE [7] CALENDAR DAYS AFTER NTP |
| 1 COPY |
| ELECTRONIC |
| COR/ PM |
| PROJECT COMMUNICATIONS PLAN |
| DUE [14] CALENDAR DAYS AFTER NTP |
| 1 COPY |
| ELECTRONIC |
| COR/ PM |
| WORK PLAN (I.E. PRE-INSTALLATION) |
| DUE [7] CALENDAR DAYS AFTER NTP |
| 1 COPY |
| ELECTRONIC |
| COR/ PM |
| QUALITY CONTROL PLAN |
| DUE [14] CALENDAR DAYS AFTER NTP |
| 1 COPY |
| ELECTRONIC |
| COR/ PM |
| PRELIMINARY PROJECT SCHEDULE |
| DUE [7] CALENDAR DAYS AFTER NTP |
| 1 COPY |
| ELECTRONIC |
| COR/ PM |
| PRE-FINAL PRODUCT SUBMISSION |
| ACCORDING TO SUBMITTED SCHEDULE |
| 1 COPY |
| ELECTRONIC |
| COR/ PM |
| FINAL PRODUCT DESIGN SUBMISSION |
| ACCORDING TO SUBMITTED SCHEDULE |
| 1 COPY |
| ELECTRONIC |
| COR/ PM |
| PUNCH LIST |
| ACCORDING TO SUBMITTED SCHEDULE |
| 1 COPY |
| ELECTRONIC |
| COR/ PM |
| AS-BUILT |
| DUE [30] CALENDAR DAYS FROM SUBSTANTIAL COMPLETION |
| 1 COPY EACH |
| ELECTRONIC AND HARD COPIES |
| COR/ PM |
| DETAILED PROJECT SCHEDULE |
| TBD AT ORDER LEVEL |
| 1 COPY EACH |
| ELECTRONIC AND HARD COPIES |
| COR/ PM |
| IDENTIFICATION OF LONG LEAD ITEMS/ PROCUREMENT PLAN |
| DUE [7] CALENDAR DAYS AFTER PRE-FINAL DESIGN SUBMISSION |
| TBD AT ORDER LEVEL |
| ELECTRONIC |
| COR/ PM |
| WARRANTY, OPERATION AND MAINTENANCE MANUAL |
| DUE [7] CALENDAR DAYS AFTER SUBSTANTIAL PROJECT COMPLETION |
| 1 COPY EACH |
| ELECTRONIC AND HARD COPIES |
| COR/ PM |
Prepared by: Martha Oeur
| _____________________________ | ________________ | |
| Signature – Contracting Officer’s Representative | Date |
QUALITY ASSURANCE SURVEILLANCE PLAN
Version – November 2023
File details come from the government source that posted it. Updated .