B.03 3.0 Childcare Services QASP.pdf

Quality Assurance Surveillance Plan

For

USAG Fort Carson Childcare Services

Add/Insert Contract #

26 Aug 2021

Contracting Officer COR SFC Jared B. Casey Chaplain (LTC) Richard Brown Contracting Officer Contracting Officer’s Representative Mission & Installation Contracting Command Garrison Religious Support Office Fort Carson, Colorado Fort Carson, CO

TABLE OF CONTENTS

Subject Page Number

1. Overview

2. Description of Services

3. Roles and Responsibilities

4. Contract Quality Requirements

5. Government Surveillance

6. Nonconformance Reports (NCRs)

7. Deduct Plan

8. Data Analysis

9. Acceptance of Services

10. COR Status Report

11. Contractor Manpower Reporting Application (CMRA)

12. Contractor Performance Assessment Reporting System (CPARS)

13. Combating Trafficking In Persons

14. COR/Quality Assurance Surveillance Files

15. QASP Changes

1. Overview.

1.1. Purpose. The purpose of this Quality Assurance Surveillance Plan (QASP) is to identify the methods and procedures the Government will use to ensure it receives the services under this contract as identified in the Performance Work Statement (PWS).

1.2. Intent. The intent of this QASP is to: 1) ensure Contractor performance meets or exceeds contract terms, conditions and specifications; 2) hold the Contractor accountable for quality control; and 3) encourage the Contractor to take appropriate steps to control and improve quality.

Accordingly, the Government will perform surveillance on the contract in accordance with this QASP, but reserves the right to monitor the contract in any manner necessary, at any times necessary, and at all places necessary to ensure that the rendered services conform to contract requirements. The Government also reserves the right to perform quality assurance at the Subcontractor level and perform quality assurance at the contractor's place of business, if applicable. Resolution of non-conforming services discovered at the Subcontractor level will be addressed with the prime Contractor.

2. Description of Services.

2.1. Scope of Work.

2.1.1 This is a Non-Personal Services Contract between the Installation/Garrison Religious Support Office (RSO) the contractor to perform tasks and provide deliverables identified herein. This PWS defines the requirements/deliverables of the contractor; ensuring the individual Free Exercise of Religion for military personnel, family members, and authorized personnel; a statutory requirement under USC Title X.

2.1.2 This contract does not create an employer-employee relationship between the Government and Contractor, as well as any corporation, partnership, business association, other party or legal entity with which the Contractor may be associated.

The Government assumes no responsibility for costs incurred for services performed by the contractor that are not included in this contract. There are no provisions for lodging, employee benefits, medical care, retirement or Workmen's Compensation Insurance. Payment will be made monthly on a per service basis.

2.1.3 The Contractor shall provide support for those services for which no Unit Ministry Team (UMT) members (Chaplains and Religious Affairs Specialists), RSO Department of the Army (DA) Civilians and volunteers can provide. The contract cannot duplicate duties required or provided by these entities as contracted services are an exception to policy.

2.1.4 This contract is not a fulltime position with a standard 9:00 AM to 5:00 PM, Monday through Friday-type work environment. Workdays and hours may vary according to the approved Calendar of Events, tasks outlined in the CLINs and the time of meetings. Many of the tasks will require holiday, evening, and weekend hours.

2.1.5 No UMT member, military member, DA Civilian, fellow contractor or volunteer can supervise or direct the Contractor or control the method by which he/she performs the required tasks. Under no circumstances shall a work schedule be prepared for the Contractor or the impression be given that the Contractor is an employee of the Government. It is the responsibility of the Contractor to guard against any actions that are of the nature of personal services, give the impression of personal services or portray his/her position as that of an employee.

2.1.6 Under no circumstances shall a Contractor provide direction to a Religious Affairs Specialist (RAS), general military member, a DA Civilian, fellow contractor or volunteer, nor shall he/she represent in an official capacity of the Federal Government, U.S. Army or Air Force or the local congregation that the contract supports.

2.1.7 Childcare Services fall under the USAG Fort Carson Chaplain’s Religious Support Program as defined in the Command Master Religious Program (CMRP). The mission of the Chaplain’s Religious Support Program is to provide military religious support activities that meet the religious requirements of Soldiers, Families, and authorized civilians. The primary goal of the Chaplains’ Religious Support Program is to ensure the free exercise of religious preference which is a statutory requirement under USC Title 10. Religious Education which is Statutory (Title 10), Essential Elements of Religion. As a non-personal services Contractor, the Religious Education Coordinator is not a member of the Commander’s Staff or Command Chaplain’s Staff.

2.1.8 The Childcare Services directly supports and contributes to the Soldier and Family religious stability, while enhancing their Army Values, and aiding in the quality decision making process for adults, youth and children. Similar contracts since 2012 have provided childcare for active duty service members and their families while they participate in faith-based worship and religious education training that supports various religious faiths endorsed by the United States Army. Primary contact person for approving schedules related to the actions of the contract is the Chief of Religious Support and the Contracting Officer Representative. Services shall be performed in accordance with Federal, state and local policies and ordinances.

2.2. Type of Contract. The Government seeks a 4 year firm fixed-price single award, base plus 3 options.

3. Roles and Responsibilities.

3.1. Government.

3.1.1. Contracting Officer (KO). The KO is the only person with the authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the Government. Note: The only individual who can legally bind the Government.

3.1.2. Contracting Officer’s Representative (COR). The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies;

coordinate availability of Government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

3.2. Contractor.

3.2.1. Contract Manager. Contract Manager and an Alternate contract manager. The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate

4. Contract Quality Requirements.

4.1. Contractor’s Quality Control Program. The Contractor’s quality control program (IAW FAR Part 46 and applicable 52.246 Clause(s)) is the means by which the Contractor assures that work complies with the requirement of the contract. The Contractor shall ensure services are performed in accordance with this PWS. The Contractor shall identify, prevent, and ensure non-recurrence of defective services.

4.2. Government Quality Assurance. The Government shall evaluate the Contractor’s performance under this contract in accordance with this QASP. This plan is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance and minimum acceptable defect rate(s).

5. Government Surveillance.

5.1. Methods of Surveillance. The following Methods of Surveillance will be utilized in monitoring the Contractors’ performance:

5.1.1. 100% Inspection

5.1.2. Random Sampling

5.1.3. Periodic Inspection

5.1.4. Customer Feedback. The DA Form 5477, Customer Complaint Record, Attachment 2, will be used to document/record all complaints. The following procedures will be followed when a complaint is received.

• The COR will investigate and determine the validity of the complaint.

• If the complaint is determined to be invalid, the COR will inform the person who submitted the complaint of the reason(s) as soon as practical.

• For validated complaints that are true contractual non-conformances, the procedures in paragraph 6 below will be followed.

5.2. Surveillance Schedule. A Surveillance Schedule will be created for each month of Contractor performance utilizing the Surveillance Schedule, Attachment 3. The schedule is “FOR OFFICIAL USE ONLY” and is not releasable to anyone other than authorized Government personnel. A copy of the Surveillance Schedule will be filed in the Procurement Integrated Enterprise Environment (PIEE), CORT Tool, https://wawf.eb.mil/ (Either as an Attachment to the Monthly COR Status Reports or uploaded separately in the Miscellaneous Documents Section of the CORs’ Online File in PIEE, CORT Tool.).

5.3. Surveillance Instructions/Checklists. Surveillance Checklists, Attachment 4, or other authorized form or format will be utilized and completed when surveillances are conducted. A copy of all completed Surveillance Checklists will be filed in the PIEE, CORT Tool (Either as an Attachment to the Monthly COR Status Reports or uploaded separately in the Miscellaneous Documents Section of the CORs’ Online File in PIEE, CORT Tool.).

5.4. Surveillance Documentation. No later than the 15th of each month surveillance documentation for the preceding month will be uploaded in the PIEE, CORT Tool. Monthly surveillance documentation includes the Monthly Status Report, the Surveillance Schedule, all completed Surveillance Checklist(s) for the period the Monthly Status Report covers, Nonconformance Reports, if any, and Contractor Deliverables, if any. Surveillance Schedules and completed Surveillance Checklists may be uploaded in CORT Tool either as Attachments to Monthly Status Reports or uploaded separately in the Miscellaneous Documents Section of the CORs’ Online File in PIEE, CORT Tool. Nonconformance Reports and Contractor Deliverables are uploaded in the Miscellaneous Documents Section of the CORs’ Online File in PIEE, CORT Tool.

6. Nonconformance Reports (NCRs). Nonconformance occurs when a Contractor fails to meet Contract or Task Order terms, conditions and/or specifications or the services are defective in some manner. All instances of nonconformance will be documented via a Nonconformance Report Worksheet, Attachment 5 and the Contracting Officer will notify the Contractor of the nonconforming performance via Letter. Resolution of nonconformance discovered at the Subcontractor level will be addressed with the prime Contractor. Nonconformance is classified as either: Level 1 (Minor); Level 2 (Major); or Level 3 (Critical). NCRs may contain multiple nonconformances, each characterized by a level and type. The level of the NCR should normally correspond to the highest level of nonconformance listed in the NCR. For example, if a NCR had one Level 3, one Level 2, and three Level 1 nonconformances, the NCR level would be Level 3. The exception might be when the aggregate of multiple nonconformances considered in whole associate to a more serious type of nonconformance defined in FAR 46.101 (e.g. if a NCR had three Level 2 nonconformances but the definition of critical nonconformance better describes the impact/effect when considered in whole, the NCR level would be 3).

6.1. Level 1 (Minor). Level 1 nonconformances are those that are ‘minor’ in nature such that they can be promptly corrected by the contractor, present no need for root cause analysis or determination if other contract requirements are affected, present no need for further preventive action, and do not materially reduce the usability of the supplies, services, construction, or deliverables. While the contractor must correct the nonconformance, further actions and Government follow-up are not required, and no written response from the contractor is needed.

6.2. Level 2 (Major). Level 2 nonconformance(s) are those that are ‘major’ in nature such that they are not promptly correctable, and/or warrant root cause analysis and preventive action, and/or need action by the contractor to determine if other contract requirements are affected.

These nonconformances are serious enough to warrant not only correction of the nonconformance, but also a written response from the contractor in the form of a Corrective Action Plan (CAP), and Government follow-up. The qualifying distinction between a Level 1 and Level 2 nonconformance is the need for a CAP and Government follow-up. A NCR identifying a Level 2 nonconformance may also be issued after repetitive Level 1 instances of the same or similar nonconformance demonstrate the contractor is failing to institute effective corrective action and/or failing to implement effective quality and/or internal control(s).

Repetitive Level 1/minor nonconformance of the same or similar requirement(s) increases the risk to the Government that continued, repetitious, or cumulative failures may materially reduce the usability of the supplies, services, construction, work, or deliverables for their intended purpose or is an indicator that root cause analysis and a CAP is required to fix the underlying conditions creating the nonconformance. Further, serious individual contractor employee misconduct discovered by the Government and traceable to contract requirements should normally result in a Level 2 nonconformance because the serious nature of misconduct necessitates contractor management conduct root cause analysis, take preventive actions, and requires Government follow-up (characteristics of a Level 2 NCR). Further, issue a NCR with a Level 3 nonconformance for serious contractor employee misconduct only when there is a trend demonstrating a breakdown in contractor management or processes allowing serious misconduct to repetitively occur, or the misconduct poses a hazardous or unsafe condition for the personnel receiving the contracted supply, service, or construction, and misconduct can be traced to nonconformance of contract requirements.

6.3. Level 3 (Critical). Level 3 nonconformance(s) are those that are ‘critical’ in nature such that they represent a serious weakness in internal controls and/or have actual or potential significant impact(s) on contract performance and/or the supported unit/Government operations.

For these nonconformance(s), the qualifying distinction between a Level 2 and Level 3 nonconformance is the seriousness of the issue prompting the need for higher level management to address the nonconformance and resulting corrective action. Due to the nature of a Level 3 nonconformance, these types of nonconformance are candidates for contract remedies.

Therefore, before issuance of a NCR with a Level 3 nonconformance, consideration should be made whether an NCR or contract remedy is more appropriate. Issuing a Level 3 NCR in lieu of a contract remedy would normally be considered the Government’s final attempt to work with the contractor to resolve a contractual nonconformance before contractual remedies are used.

However, issuance of a Level 3 NCR is not a requirement before using contractual remedies. A NCR identifying a Level 3 nonconformance (or a contract remedy) may be issued after repetitive Level 2 instances of the same or similar nonconformance demonstrate the contractor is failing to institute effective corrective action or failing to implement effective quality/internal controls.

Repetitive major nonconformances with the same or similar requirement(s) increase the risk to the Government that continued, repetitious, or cumulative failures may significantly impact the mission, or may result in hazardous/unsafe conditions.

6.4. Documenting NCRs. Use/fill out the Nonconformance Report Worksheet, Attachment 5, when nonconforming performance is identified. Documentation, as a minimum, will include: the Contract or Task Order number; reference to the specific contract requirement; the specific discrepancy to the requirement; where it was discovered; the date and time it was discovered;

and the Contractor representative who was notified. Also, include a suspense date for Contractor response/corrective action for Level 2 and Level 3 NCRs. The Contracting Officer must ensure appropriate level review and approval of the NCR Worksheet and then addresses the NCR in Letter Format to the applicable level of Contractor management based on the seriousness of the nonconformance.

6.5. Tracking and Resolving NCRs. All NCRs will be included in the COR’s Monthly Status Report. The Government considers Level 1 nonconformance closed as of the issuance of the Letter to the Contractor. However, your attention to address Level 1 Minor nonconformance is still required. Repetitive nonconformance of the same or similar requirement would be an indication the contractor failed to institute effective corrective action and/or failed to implement effective quality control and may result in a Level 2 NCR requiring submission of a CAP to the Government. The COR and KO shall track Level 2 and Level 3 NCRs to ensure the Contractor identifies and takes appropriate corrective action to the root cause and the specific nonconformance is corrected within the required timeline. The KO will make a final written determination of the Government’s remedies if the non-conformance is not corrected by the Contractor after receiving notice and a reasonable opportunity to correct the work.

7. Deduct Plan. This acquisition does not include a Deduct Plan.

8. Data Analysis. Data Analysis will be performed to identify trends in cost, schedule and/or performance risks. The results of Data Analysis will be documented in COR Monthly Status Reports and may be used to make adjustments to surveillance schedules, increase or decrease surveillance, if deemed appropriate. Negative trends noted using Government data/observations could result in issuing the Contractor a Nonconformance Report. Trends noted using Contractor data will not result in a Nonconformance Report unless the Contractor is not addressing the negative trend.

9. Acceptance of Services. When all services have been deemed acceptable and there is documented objective quality evidence to support acceptable performance the COR will accept the services provided and authorize payment of the Contractor. This is accomplished by approving the Contractor’s Receiving Reports in PIEE, WAWF.

10. COR Status Report. COR Status Reports will be submitted on a monthly basis, no later than the 15th of each month for the preceding month, to the Contracting Officer via PIEE, CORT Tool. COR Status Reports will provide a synopsis of the Contractors performance for the inclusive dates of the report. The synopsis will contain a summary of: surveillances performed;

Customer Feedback, if any; Nonconformance Reports, if any; an analysis of the Contractors performance; recommended adjustments to surveillance schedules; and any other pertinent contract information. Completed Surveillance Checklists will be included as attachments to COR Monthly Status Reports or uploaded separately in the Miscellaneous Documents Section of the CORs’ Online file in PIEE, CORT Tool. Nonconformance Reports, if any, will be uploaded in the Miscellaneous Documents Section of the CORs’ Online File in PIEE, CORT Tool.

11. Contractor Manpower Reporting Application (CMRA). In accordance with Office of the Secretary of Defense Memorandum, Enterprise-wide Contractor Manpower Reporting Application, dated 28 Nov 2012, the Contractor must report contractor manpower to the Contractor Manpower Reporting website at https://www.ecmra.mil/Default.aspx. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year. The COR shall verify that the Contactor has complied with the required contractor manpower reporting annually and document the results in their November Monthly Status Report or the Miscellaneous Documents Section of the CORs Online File in PIEE, CORT Tool.

12. Contractor Performance Assessment Reporting System (CPARS). Documented surveillance data (COR Monthly Status Reports, Completed Surveillance Checklists, Customer Feedback and Nonconformance Reports, if any) will be used to support CPARS ratings. CPARS will be completed in accordance with AFARS, Subpart 5142.15 – Contractor Performance Information. The COR shall document that CPARS, if required, was completed in the PIEE, CORT Tool File, Miscellaneous Documents Section https://wawf.eb.mil/.

13. Combating Trafficking In Persons (CTIP). In accordance with PGI 222.17 and FAR 52.222-50, the CO will be notified immediately of any information from any source that alleges a Contractor employee, subcontractor and/or subcontractor employee has engaged in conduct that violates the United States Government “zero” tolerance policy regarding trafficking in persons.

14. COR/Quality Assurance Surveillance Files. The official COR/Quality Assurance Surveillance File will be maintained in PIEE, CORT Tool IAW DoDI 5000.72, DoD Standard for COR Certification.

15. QASP Changes. This QASP is a living document and, as such, may be changed as needed based on Data Analysis (trends), contract modifications, etc. The COR will send any recommended changes to the CO for approval and the CO must approve all changes.

COR’S Signature Block

Contracting Officer’s Signature Block

Attachments:

1. Performance Requirements Summary (PRS)

2. Customer Complaint Record, DA Form 5477

3. Surveillance Schedule, DA Form 5475

4. Surveillance Checklist(s)

5. Nonconformance Report Worksheet

Attachment 1

Performance Requirements Summary (PRS)

[Insert/Attach the PRS for the Contract or Task Order here.]

Task PWS Paragraph

Standard Method of Surveillance

Attended Meetings

5.1.1 Contractor attended meetings as

necessary to ensure that tasks were coordinated. 100%

100% Inspection Random Sampling Periodic Inspection Customer Feedback

Protected Privacy

5.1.2 Contractor maintained

confidentiality IAW Government privacy rules and regulations.

Contractor did not share information about parishioners which it obtained through either official or unofficial activities performing under this PWS.

100%

100% Inspection Random Sampling Periodic Inspection Customer Feedback

Appearance 5.1.3 Contractor dressed appropriate to all occasions. Attire was befitting a religious environment in accordance with military, community, local and religious norms. 100%

100% Inspection Random Sampling Periodic Inspection Customer Feedback

Behavior 5.1.4 Contractor maintained a professional bearing projecting dignity and respect, keeping in harmony with the values and norms of the Army Chaplain Corps. Contractor personnel shall refrain from using offensive language such as swearing, cursing, disparaging language, and other such communications. 100%

100% Inspection Random Sampling Periodic Inspection Customer Feedback

Contractor shall support military service members and their family members in the certified Childcare rooms at Post Chapels

5.2.1 Services meet frequency

requirements IAW contract schedule. Provide specified services each week. 100%

100% Inspection Random Sampling Periodic Inspection Customer Feedback

Contractor shall provide services

5.2.2 Services meet frequency

requirements IAW contract.

100% Inspection Random Sampling as directed by contract award

Provide specified services each week. 100%

Periodic Inspection Customer Feedback

Attachment 2

Customer Complaint Record, DA Form 5477

DA FORM 5477

Attachment 3

Surveillance Schedule, DA Form 5475

DA FORM 5475

Attachment 4

Surveillance Checklist(s)

COR Inspection Checklist & Data Report (Fixed Firm Price Contract)

Meeting Contract Requirements

Contractor:

Contract Number:

Service Provided:

COR Name:

Date: YES No N/A

Comments:

Comments:

Comments:

Comments:

Comments:

Comments:

Comments:

Comments:

Comments:

Comments:

Comments:

Comments:

Comments summary, to include, positive trends, negative trends, concerns, customer comments, and any additional COR comments:

Attachment 5

Nonconformance Report Worksheet

NCR Worksheet 5_Oct_18_Final_Blan