Attachment_J_-_Quality_Assurance_Surveillance_Plan.docx

Department of the Interior U.S. Geological Survey

Quality Assurance Surveillance Plan

Contract #:

Version 1.0

February 2021

QASP-XX

Version <X.0>

- 4 - QASP-XX

Version <X.0> Quality Assurance Surveillance Plan Contract #:

February 2021

Document Owner:

Kim Scott Primary Technical Evaulation Team Lead (TEC)

USGS, ACIO

Approved By:

XXXX

Contracting Officer’s Representative

USGS, ACIO

Document History

Contents

Introduction Background The United States Geological Survey (USGS) requires technical services for science, engineering and technical support necessary to assist the USGS in fulfilling its mission. These requirements include, but are not limited to, technical support for Cloud migration in the functional areas of statistical analysis, algorithm development, data analysis, software engineering, systems engineering, network engineering, information technology, information assurance/security, cloud operations, processing, systems maintenance, archiving and data management, along with user support.

Purpose and Scope This Quality Assurance Surveillance Plan (QASP) provides a systematic method to evaluate performance for the stated contract. This QASP explains the following:

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 will coordinate changes with the contractor. Updates will ensure that the QASP remains a valid, useful, and enforceable document. Copies of the original QASP and revisions will be retained in the contract file.

Roles and Responsibilities Government Roles and Responsibilities Contracting Officer (CO) CO: Victoria Floyd

The CO will ensure performance of all necessary actions for effective contracting, ensure compliance with the contract terms, and will safeguard the interests of the United States in the contractual relationship. The CO will 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.

Contracting Officer’s Representative (COR)

COR: XXXXXXTBD

The COR is responsible for the technical administration of the contract, assuring proper Government surveillance of the contractor’s performance and keeping a quality assurance file. At the conclusion of the contract or when requested by the CO, the COR will 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.

Technical Representive (TR)/Task Order Monitor (TOM)

TR: ? TBD

The primary TR/TOM is typically the USGS Project Manager or key technical staff member that will serve as the primary interface with the CHSIII task manager. The TR is also the primary interface with the COR. The TR will prepare and sign task order documents, review deliverables, review invoices monthly, monitor task funding, and provide feedback to the COR.

Other Key Government Representatives Other: Tim Quinn, John Bechtell, Paul Exter, Keel Ross, Ken Klinner???

Other DOI/USGS staff may assist the Primary Technical Representative in the duties listed above.

Contractor Roles and Responsibilities CHSIII Task Manager The Cloud integrator (known as CHSIII Task Manager) will assign a task manager that will act as the primary interface with the USGS Technical Representative.

Other CHSIII Representatives The Cloud integrator has other staff assisting the TSSC Task Manager such as financial representatives, division managers, and other support staff that may also assist with various roles and responsibilities.

Performance Standards The table below identifies the Critical Performance Elements and the respective Performance Standards and Acceptable Quality Levels (AQLs) which the Government will use to determine contractor performance.

Critical Performance Element

100% of customer closeouts are verified within 5 business days

Status communication occurs monthly with a shared opportunities/challenges log with identified actions

95% of IT service management tools and processes are delivered within 60 days of government Government approval

100% of provisioned services are verified within 2 days

Report

IT Security risks

Work with Al/Willett Comment by Scott, Kimberly: Kim’s action

Others? Brainstorming

Report and brief on design

Invoices

Methods of Surveillance The Government reserves the right to perform inspections and surveillance to evaluate the Contractor’s compliance to the contract terms and performance of the requirements in the PWS. The Government will make every effort to ensure that the surveillance methods described below are conducted in an objective, fair, and consistent manner.

Periodic Surveillance This action occurs when the COR or other Government official observes a deficiency. Examples include evidence from accidents, incidents, or delays. Regardless of where in the line-of-duty the COR observes contractual procedures not being followed, he/she has an obligation to document and report the deficiency to the Contracting Officer.

Customer Complaint Surveillance This action is instituted when the COR receives a complaint from a stakeholder regarding contractor service. The COR will obtain the complaint in writing and then investigate to determine its validity. If the complaint is deemed valid, the COR will immediately notify the Contracting Officer (CO) for action. The COR will notify both the Contract Task Manager and the complainant of the Government’s response to their complaint.

USGS Actions Regardless of the surveillance method, the COR will always contact the contractor's manager or contract task manager (representative) when a defect is identified and inform the manager of the specifics of the problem. The COR, with assistance from the TRs and Other Key Government Personnel, will be responsible for monitoring the contractor’s performance in meeting a specific performance standard/AQL.

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

Documenting Performance

Ratings Contractor performance will be rated using the Contractor Performance Assessment Report System (CPARS). Metrics and methods are designed to determine if performance exceeds, meets, or does not meet a given standard and acceptable quality level. The sample Task Order Performance Report in Appendix A provides the rating guidelines. USGS Technical Representatives for each task order will provide annual ratings for their areas to the COR. The COR will summarize the ratings in the CPAR System annually.

Acceptable Performance The Government will document positive performance. The most common format used for this action will be via CPARS. Any report may become a part of the supporting documentation for fixed fee payments, award fee payments, or other actions.

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

Contract Discrepancy Report (CDR) When the COR determines formal written communication is required, the COR will prepare a Contract Discrepancy Report (CDR) and present it to the contractor's manager or on-site representative. A CDR template is attached to this QASP in Appendix B.

The contractor shall be required to 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 must present this corrective action plan to the COR. The Government will review the contractor's corrective action plan to determine acceptability.

Any CDR will become a part of the supporting documentation for contract payment deductions, fixed fee deductions, award fee nonpayment when applicable. The Government will use any completed CDR as part of an overall evaluation of Contractor performance when determining present or future contractual actions.

CPARS Form

Contract Discrepancy Report Form image2.jpg image3.jpg image4.jpg image1.jpeg