ATTACHMENT I QASP Furniture Installation-Relocation Contract.docx

ATTACHMENT I – QUALITY ASSURANCE SURVEILLANCE PLAN

QUALITY ASSURANCE SURVEILLANCE PLAN

For: Furniture Installation, Relocation, Design-Layout, and Storage Services for GCVHCS, to include CBOC’s and Vet Centers

Contract Number: (The Government will enter contract number upon award.)

Contract Description: Moves service contract to support the GCVHCS relocation and activation programs in providing commercial furniture installation, relocation activities/moving services, interior design services for furniture layouts and reconfigurations, as well as off-site storage and inventory management.

Contractor’s name: (hereafter referred to as the Contractor)

Period of Performance: October 1, 2023 through September 30, 2024 (base plus four option periods)

1. 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.

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.

2. 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: Danette Rene’ Impey Organization or Agency: Department of Veterans Affairs, Network Contracting Office (NCO) 16 Gulf Coast Veterans Health Care System, Biloxi, MS 39531

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. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf.

Assigned COR: Tess Finnegan, Activation Coordinator

c. Other Key Government Personnel: N/A

3. CONTRACTOR REPRESENTATIVES

The following employees of the contractor serve as the contractor’s program manager for this contract.

a. Program Manager: (Contractor please provide name here)

b. Other Contractor Personnel: (Contractor please enter name(s) or delete these lines if not applicable.)

Title: (Contractor please enter title(s) or delete these lines if not applicable.)

4. PERFORMANCE STANDARDS

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

Performance Requirements Summary Matrix:

The Government will use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL).

Furnishings are disassembled and reassembled with furniture integrity uncompromised.

Meet SOW (para. 1)

Positive Past Performance & Exercise of Option Period

Furnishings are relocated as scheduled with COR/Moves Coordinator.

Meet SOW (para. 2)

Supply all necessary tools, supplies, trucks, trailers, equipment for relocation and work order completions Meet SOW (Report of Inspection of Elevators)

Moving services and supplies are provided to staff timely for planned relocations.

Meet SOW

(REPORTS)

Warehouse inventory reports are routinely maintained and provided individually for VA Whse 9 and Contractor’s Off-Site facility monthly.

Meet SOW

Positive Past Performance & Exercise of Option Period

Contractor provides qualified employees which are assigned for the duration of a planned installation/relocation.

Positive Past Performance & Exercise of Option Period

Contractor performs furniture repairs, light carpentry, task chair maintenance, and ergonomic installations.

Positive Past Performance & Exercise of Option Period

Contractor performs stocking of parts including task chair components, key cores, etc. as VA requires.

Positive Past Performance & Exercise of Option Period

Contractor to close out a monthly average work order completion of 40.

5. INCENTIVES

The Government shall use Exercise of Option Period and Past Performance as incentives. Incentives shall be based on exceeding, meeting, or not meeting performance standards.

6. 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.

a. PERFORMANCE MANAGEMENT APPROACH. (The government representative(s) will monitor performance and review performance reports furnished by the contractor to determine how the contractor is performing against communicated performance objectives.)

b. PERIODIC INSPECTION. (Evaluates outcomes on a periodic basis. Inspections may be scheduled [Daily, Weekly, Monthly, Quarterly, or annually] or unscheduled, as required.)

c. CUSTOMER FEEDBACK. (Elements of validated user complaints. Complaints are then investigated and validated.)

e. 100% INSPECTION. (Evaluates all outcomes.)

f. REPORTING. (Demonstrates whether the contractor meets the stated objectives and/or performance standards.)

g. REVIEWS AND RESOLUTIONS. Meeting with contractor and COR and/or CO to discuss performance evaluation, such as cost, schedules, etc.)

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:

Excellent (“E”) = Exceeds Standards Satisfactory (“S”) = Meets Standards Unsatisfactory (“U”) = Fails To Meet Standards

8. DOCUMENTING PERFORMANCE

a. ACCEPTABLE PERFORMANCE

The Government shall document positive performance. Any report may become a part of the supporting documentation for any contractual action.

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 program manager.

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 any contractual action deemed necessary by the CO.

9. FREQUENCY OF MEASUREMENT

a. Frequency of Measurement.

During contract performance, the COR will periodically analyze whether the negotiated frequency of surveillance is appropriate for the work being performed.

b. Frequency of Performance Assessment Meetings.

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

(After award, both the contractor’s Program Manager and the COR shall sign this document.)

Signature – Contractor Program Manager

Signature – Contracting Officer’s Representative

Contract Discrepancy Report

Contractor/Manager’s Name:

From: (Name of Project Officer)

Dates

Prepared:

Returned by Contractor:

Action Complete:

Discrepancy or Problem:

Signature of Contracting Officer:

To: (Contracting Officer)

From: (Contractor)

Contractor Response as to Cause, Corrective Action and Actions to Prevent Recurrence (Attach Continuation Sheet if Necessary)

Signature of Contractor Representative:

Date:

Government Evaluation:

Government Actions:

Close Out

Contractor Notified

Project Officer

Contracting Officer