Attch 2_QASP Temporary Support Facilities_3-4-2022_v02.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN

Version – March 3, 2022, Version 02

For Temporary Support Facilities (CONUS/OCONUS)

Contract Number: < upon award, enter contract number> Contractor’s name: < upon award, enter contractor name >

1. INTRODUCTION

This Quality Assurance Surveillance Plan (QASP) supports the requirements outlined in the Performance Work Statement (PWS), titled “Temporary Support Facilities”, and sets forth procedures and guidelines the Contracting Officer will use in ensuring the required performance standards or service levels are met by the contractor.

2. PURPOSE

This 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.

3. PERFORMANCE MANAGEMENT APPROACH

The PWS structures the acquisition around “what” service or quality level is required, as opposed to “how” the contractor should perform that work (i.e., results, not compliance). This QASP will define the performance management approach taken by the Contracting Officer to monitor and manage the contractor’s performance to ensure the expected outcomes or performance objectives communicated in the PWS are achieved.

Performance management rests on developing a capability to review and analyze information generated through performance assessment. The ability to make decisions based on the analysis of performance data is the cornerstone of performance management; this analysis yields information that indicates whether expected outcomes for the project are being achieved by the contractor.

Performance management focuses on assessing whether outcomes are being achieved and to what extent. This approach migrates away from scrutiny of compliance with the processes and practices used to achieve the outcome. A performance-based approach enables the contractor to play a larger role in how the work is performed, if the proposed processes are within the stated constraints. The only exceptions to process reviews are those required by law (federal, state, and local) and compelling business situations, such as safety and health. A “results” focus provides the contractor flexibility to continuously improve and innovate over the course of the contract as long as the critical outcomes expected are being achieved and/or the desired performance levels are being met.

4. PERFORMANCE MANAGEMENT STRATEGY

The contractor is responsible for the quality of work performed. The contractor measures that quality through the contractor’s own quality control program (QCP). Quality is measured by work output, not workers, and therefore includes all work performed under this contract regardless of whether the work is performed by contractor employees or subcontractors. The contractor’s QCP will set forth the staffing and procedures for self-inspecting the quality, timeliness, responsiveness, customer satisfaction, and other performance management system with processes to assess and report its performance to the designated government representative. 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. The government will make a determination regarding performance evaluations based on performance measurement metric data and notify the contractor of those decisions. The contractor will be responsible for making required changes in processes and practices to ensure performance is managed effectively.

5. FAR CLAUSE

FAR clauses 52.246-4 Inspection of Services – Fixed-Price and 52.212-4(a) Contract Terms and Conditions – Commercial Products and Commercial Services (Inspection/Acceptance) are applicable to this contract.

6. 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: Sherwin Turner Organization or Agency: Federal Emergency Management Agency Telephone: 202-340-8917 Email: sherwin.turner@fema.dhs.gov

Assigned Contract Specialist: Maurice D. Randolph Organization or Agency: Federal Emergency Management Agency Telephone: 202-705-9861 Email: maurice.randolph@fema.dhs.gov

b) Contracting Officer’s Representative (COR) - The COR is designated in writing by the CO and will act as his/her representative. 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 that details the surveillance conducted and the results. 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 necessary that may affect contract price, terms, or conditions; to the CO for action.

Assigned COR: Brandy Cross Telephone: 202-705-8734 Email: brandy.cross@fema.dhs.gov

7. CONTRACTOR REPRESENTATIVES

The following employees of the contractor serve as the contractor’s representatives for this contract. Contact information will be filled in after contract award.

a) Program Manager - <upon award, enter name> Telephone: <enter number> Email: <enter address>

b) Task Manager - <upon award, enter name>

c) Other Contractor Personnel - <upon award, enter name>

Title: <enter title>

8. 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, paragraph 17 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).

9. METHODS OF QUALITY ASSURANCE 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, if needed, shall be responsible for monitoring the contractor’s performance in meeting a specific performance standard/AQL.

a) 100% VISUAL INSPECTION Performance Standard

1. Set-up CONUS Temporary Support Facilities

2. Set-up OCONUS Temporary Support Facilities

3.

Environmental Safety and Health Security Inspection EEO/ADR for ADA

4. Provide response time as stated for repairs

5. Emergency Site Demobilization and Site Restoration

6. Daily Log

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.

10. QUALITY ASSURANCE SURVEILLANCE PLAN TABLE

Performance Requirement

Performance Threshold (Acceptable Quality Level –

AQL)

Method of Inspection

Frequency

Set-up CONUS Temporary Support Facilities

In accordance with PWS sections 4.0 & 8.0

100% visual inspection

Every 36 hours through 240 hours

Set-up OCONUS Temporary Support Facilities

In accordance with PWS sections 4.0 & 8.0

100% visual inspection

Every 48 hours through 288 hours

Environmental Safety and Health Security Inspection EEO/ADR for ADA

Meet OSHA, Environmental Compliance (legislative) National Historic Preservation and ADA Requirements, State and Local Law

100% visual inspection

Daily

Provide response time as stated for repairs

No later than 2 hours of notification of problem (small repair) and no later than 10 hours if major repair

100% visual inspection

Every 2 hours or 10 hours from notification of problem

Emergency Site Demobilization and Site Restoration

No later than 24 hours of receiving CO notification in emergency demobilization procedures

100% visual inspection

Every 8 hours through 24 hours

Daily Log Submitted in accordance with C.12.5

100% visual inspection

Daily

11. 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:

GOOD (POSITIVE) Performance exceeds contract requirements to the Government’s benefit.

SATISFACTORY

(NEUTRAL) Performance meets contractual requirements.

UNSATISFACTORY

(NEGATIVE) Performance does not meet contractual requirements.

12. 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 corrective contractual 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 program 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 must 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 contractual actions deemed necessary by the CO.

13. FREQUENCY OF MEASUREMENT

a) Frequency of Measurement During contract/order 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 weekly during the duration of the task order to assess performance and shall provide a written assessment.

Contracting Officer’s Representative Date

PERFORMANCE REPORT

1. CONTRACT NUMBER: <insert number>

2. Prepared by: (Name of COR) <insert name>

3. Date and time of observation:

4. Observation:

<Examples of items to include in a report are:

- Method of surveillance.

- How frequently you conducted surveillance.

- Surveillance results.

- Number of observations.>

Prepared by: <Enter COR’s name>

CONTRACT DISCREPANCY REPORT (CDR)

1. Contract Number: <insert number>

2. TO: (Contractor Program Manager, Task Manager, or on-site representative) <insert name>

3. FROM: (Name of COR) <insert name>

4. Date and time observed discrepancy:

5. DISCREPANCY OR PROBLEM:

<Describe in detail. Identify any attachments.>

6. Corrective action plan:

A written corrective action plan < is / is not > required.

< If a written corrective action plan is required include the following. > The written Corrective Action Plan will be provided to the undersigned not later than < # days after receipt of this

CDR. >

Prepared by: <Enter COR’s name>

Received by:

Contractor Program Manager, Task Manager, or Date on-site representative

< The COR may initiate a CDR at any time, including whenever the number of monthly recorded defects for a performance standard exceeds the allowable number of defects;

anytime unacceptable performance is determined critical in nature and requires formal corrective action; and whenever an unfavorable trend is detected in contractor performance.>