Attachment VII QASP.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP) AND MATRIX

1.0 PURPOSE

This Quality Assurance Surveillance Plan (QASP) is a Government developed and applied document used to make sure that systematic quality assurance methods are used in the administration of the Performance Based Service Contract (PBSC) standards included in this contract. The intent is to ensure that the Contractor performs in accordance with performance metrics set forth in the contract documents, that the Government receives the quality of services called for in the contract and that the Government only pays for the acceptable level of services received.

2.0 AUTHORITY

Authority for issuance of this QASP is provided under FAR 52.246-4, which provides for inspections and acceptance of the articles, services, and documentation called for in the contract to be accomplished by the Contracting Officer or their duly authorized representative.

3.0 SCOPE

The Contractor, and not the Government, is responsible for management and quality control actions necessary to meet quality standards set forth by the contract. The QASP is put in place to provide Government surveillance oversight of the Contractor’s quality control efforts to assure that they are timely, effective and are delivering the results specified in the contract. The QASP is not a part of the contract nor is it intended to duplicate the Contractor’s Management Plan. The Government may provide the Contractor an information copy of the QASP as an Attachment to the solicitation to support the Contractor’s efforts in developing its plan for maintaining the levels of quality anticipated to be delivered under the terms of the contract.

4.0 RESPONSIBILITIES

The Government resources shall have responsibilities for the implementation of this QASP as follows:

Contracting Officer – The Contracting Officer ensures performance of all necessary actions for effective contracting, ensures compliance with the terms of the contract and safeguards the interests of the United States in the contractual relationship. It is the Contracting Officer that assures the Contractor receives impartial, fair and equitable treatment under the contract. The Contracting Officer is ultimately responsible for the final determination of the adequacy of the Contractor’s performance.

Contract Officer Representative (COR) – An individual designated in writing by the Contracting Officer to act as his authorized representative to assist in administering a contract. The source and authority for the COR is the Contracting Officer. COR’s limitations are contained in the written letter of appointment.

5.0 METHODS OF QA SURVEILLANCE

The below listed methods of surveillance shall be used in the administration of this QASP. The QASP Matrix describes the methods of surveillance that may be used to monitor the services and deliverables to be provided under the contract.

COR Assessment – The COR will evaluate the timeliness, quality and accuracy of reports and presentations, contract deliverables and invoices.

Customer Feedback – Customer feedback may be obtained either from the results of formal customer satisfaction surveys or from random customer complaints. Customer complaints, to be considered valid, must set forth clearly and in writing the detailed nature of the complaint, must be signed and must be forwarded to the Contractor. The Contractor shall maintain a summary log of all formally received customer complaints as well as a copy of each complaint in a documentation file.

Random Checks/Inspections – Random checks will be conducted to ensure compliance with the Standard Operating Procedures (SOP). In process reviews and random monitoring will be conducted.

6.0 IDENTIFIED QA SURVEILLANCE ITEMS

The PBSC items that have been identified for surveillance for call out tug services at various stages of development

7.0 DOCUMENTATION

The COR will maintain a complete Quality Assurance Surveillance file. The file shall contain such documents as copies of all receiving reports, evaluations, recommendations, and any other actions related to the Government’s performance of the quality assurance function. All such records will be retained for the life of this contract. At a minimum, the Quality Assurance Surveillance file shall contain:

Copies of letters of appointment for the COR A copy of the contract and all modifications A copy of the QASP and all subsequent revisions The names and titles of individuals on the contract administration team A record of all accepted receiving reports, required documentation with the submission of each receiving report.

Memoranda for the record or minutes of any pre-performance meetings or conferences.

Memoranda for the record or minutes of any meetings or discussions with the contractor, or others, pertaining to the contract or contract performance or changes to the PWS.

8.0 ANALYSIS OF CONTRACTOR PERFORMANCE

The analysis of contractor performance shall be conducted at the end of each month and serves to provide a summary of the Contractor’s performance to the Contracting Officer and the Contractor. Overall performance is important in determining whether to increase, decrease or maintain the current level of surveillance and/or whether to initiate corrective action to bring the Contractor’s work up to the standards of the specification.

Performance Element/Performance Requirement

Surveillance Method

Frequency Acceptable Quality Level (AQL)

Procedures to be taken when performance standards are not met Ensure performance is safe, timely, and equipment and crew are operating under the conditions of the contract.

Direct Observation

Monthly 100% - First infraction will result in a cure notice issuance.

- Subsequent infractions can result in termination for convenience.

Ability to provide and maintain a Strike Contingency Plan IAW PWS Section 16.1

Assessment by the COR

As needed 98% Performance shall be suspended until plan is accepted.

Ability to provided and maintain a Vessel Casualty Plan IAW PWS Section 16.2

Assessment by the COR

As needed 98% Performance shall be suspended until plan is accepted.

Overall Contract Performance. Overall contract performance of sufficient quality to earn a Satisfactory (or higher) rating in the COR’s annual report on Contractor Performance.

Assessment by the COR

Annual All performance elements rated Satisfactory (or higher)

- First infraction will result in a cure notice issuance

- Subsequent infractions can result in termination for convenience.

Invoicing - Monthly invoices per contract procedures are timely and accurate

Review and acceptance of the invoice

Monthly 99% Request corrective action from contractor in accordance with Contractor Quality Assurance Plan

Combatting Trafficking in Persons Surveillance Contractor must comply in accordance with FAR Clause 52.222-50

COR Direct Monitoring Program

As needed 100% compliance -Request corrective action from contractor.

-Contract Discrepancy Report may be completed.

-Failure to comply may result in the removal of the contract