B08 Attachment 0002 QASP - SDS.pdf

UNCLASSIFIED

Army Contracting Command - Rock Island (ACC-RI)

Quality Assurance Surveillance Plan (QASP) Template

Version 2.0

As of DEC 2024

Thoms, Jacob R CIV USARMY ACC (USA) Final step, scrub acronyms throughout document and adjust paragraphs spacing / indents, page #s, spell check etc...

UNCLASSIFIED UNCLASSIFIED

Version History

Version Description of Change Author Effective Date

1.0 ACC-RI QASP Template Jacob Phillips, Jacob

Thoms, Stephanie Brown

April 2024

2.0 Update to match ACC-RI QASP

Requirements Checklist

Jacob Phillips, Jacob Thoms

December

Quality Assurance Surveillance Plan

(QASP) for

Sensitive Decision Support for CDAO

Add Contract #/Task Order(TO)/Delivery Order(DO)

03 July 2025

Falls Church, VA

As directed by the ACC-RI Senior Contracting Officer (SCO) and IAW the ACC-RI (Quality Assurance

Procedure (QAP) all contracts administered by ACC-RI are required to follow the requirements found in

ACC Acquisition Instruction (AI) Attachment 46-1.

All ACC-RI QASPs shall have:

1.) Contract # TO/DO

2.) QASP Outline

3.) Surveillance schedule

4.) Surveillance checklists

5.) Combating Trafficking In Persons (CTIP)

6.) Controlled Unclassified Information (CUI)

7.) Non-conformances (NC)

a. All contract NC shall be documented IAW AI Attachment 46.2

A QASP is not complete and shall not be approved for use unless ALL the elements above are included.

Requirements IAW the AI Attachment 46.1

1. The QASP outline will describe general information such as the contract, program, place of performance, contracting office/contractor progress meeting schedule, and how Government

Contract Quality Assurance (GCQA) will be performed.

2. The surveillance schedule will identify the key characteristics that will be surveilled, contract reference, and frequency it will occur based on risk.

3. The surveillance checklist is the tool to document the results of the surveillance on the key characteristics. Surveillance checklists are required to identify the inspection method used by the COR during surveillance. These documents will be uploaded into the Contracting Officer’s

Representative (COR)’s file in the Surveillance and Performance Monitoring (SPM) folder found in Procurement Integrated Enterprise Environment (PIEE) for continuity purposes and historical evidence.

In addition to the requirements noted above the contracting officer (KO) shall:

1. Ensure that the approved QASP is uploaded into the COR’s File in SPM and meets the requirements noted above.

2. Ensure the QASP schedule and checklist for the month of surveillance is attached by the COR when they submit their COR Surveillance Report (CSR) in SPM for KO review and approval.

Table of Contents

1 Outline 2 Authority 3 Roles and Responsibilities

3.1 Contracting Office (KO)

3.2 Contracting Officer's Representative (COR)

3.3 Other Key Government Personnel

3.4 Contractor Representatives

4 Performance Requirements and Method of Surveillance

4.1 Contract Surveillance

4.2 Surveillance Schedule

4.3 Surveillance Checklists

4.4 Documenting Surveillance

4.5 Corrective Action Request (CAR)

5 Combating Trafficking in Persons

5.1 Controlled Unclassified Information (CUI)

6 Contractor Performance Assessment Reporting System (CPARS)

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Quality Assurance Surveillance Plan (QASP)

1. Outline This Quality Assurance Surveillance Plan (QASP) is a government-developed document used to determine if the contractor's performance meets the performance standards contained in the contract. The QASP establishes procedures on how this assessment/inspection process will be conducted. It provides the detailed process for a continuous oversight process:

• What will be monitored

• How monitoring will take place

• Who will be conduct the monitoring

• How monitoring efforts and results will be documented

The contractor is responsible for implementing and delivering performance that meets contract standards using its Quality Control Plan. The QASP provides the structure for the government's surveillance of the contractor's performance to assure that it meets contract standards. It is the government's responsibility to be objective, fair and consistent in evaluating contractor performance. The QASP is not part of the contract, nor is it intended to duplicate the contractor's quality control plan. This QASP is a living document. Flexibility in the QASP is required to allow for an increase or decrease in the level of surveillance necessary based on contractor performance.

The government may provide a copy of the QASP to the contractor to facilitate open communication. In addition, the QASP should recognize that unforeseen or uncontrollable circumstances might occur that are outside the control of the contractor. Bottom line, the QASP should ensure early identification and resolution of performance issues to minimize impact on mission performance.

2. Authority Authority for issuance of this QASP is provided under Part 46 of the Federal Acquisition Regulation, Inspection of Services clauses, which provides for inspection, acceptance and documentation of the service called for in the contract or order. This acceptance is to be executed by the contracting officer or a duly authorized representative.

3. Roles and Responsibilities

3.1 Contracting Office (KO)

The KO 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 KO shall also ensure that the contractor receives impartial, fair, and equitable treatment under this contract. Determine and document the final assessment of the contractor's performance in the governments past performance tracking system.

Assigned KO: Brian Schou Organization or Agency: Army Contracting Command – Rock Island Telephone: 520-693-0497 Email: brian.j.schou.civ@army.mil

3.2 Contracting Officer's Representative (COR)

The COR is responsible for providing continuous technical oversight of the contractor's performance. The COR uses the QASP to conduct the oversight/surveillance process. The COR shall keep a Quality Assurance file that accurately documents the contractor's actual performance.

The purpose is to ensure that the contractor meets the performance standards contained in the contract. The COR is responsible for reporting early identification of performance problems to the

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KO. The COR is required to provide an annual performance assessment to the KO which will be used in documenting past performance. The QASP is the primary tool for documenting contractor performance. The COR is not empowered to many any contractual commitments or to authorize any contractual change on the Government's behalf.

Assigned COR: Vikram Singh Organization or Agency: Sensitive Intelligence Office, CDAO Telephone: 703-571-3345 Email: Vikram.t.singh.civ@mail.mil

3.4 Contractor Representatives

The following employees of the contractor serve as the contractor's Program Manager and Task Manager for this contract. (Complete this section after the contract award) Program Manager - <upon award, enter name> Telephone: <enter number> Email: <enter address> QA Manager - <upon award, enter name> Telephone: <enter number> Email: <enter address> Other Key Contract Personnel - <upon award, enter name or delete these lines if not applicable> Title: <enter title> Telephone: <enter number> Email: <enter address>

4. Performance Requirements and Method of Surveillance Some elements of performance in this contract require special and sensitive access and shall only be granted to personnel with a valid need to know. Surveillance of deliverables and conduct in the performance of these deliverables will be conducted by duly accessed personnel and UNCLASSIFIED summaries will be provided.

4.1 Contract Surveillance

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

• Random Sampling

• Periodic Inspection

• Customer Feedback. The following procedures will be followed when a complaint is received regarding the Contractor/Contractor Employees.

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

o 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.

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

4.2 Surveillance Schedule.

A Surveillance Schedule will be created for each month the Contractor is surveilled and shall be uploaded / attached in SPM by the COR with each CSR they submit to the KO for review and approval.

4.3 Surveillance Checklists.

Surveillance Checklists shall be completed when surveillances are conducted and shall be recorded by the COR in SPM with each CSR they submit to the KO for review and approval.

Surveillance checklists be uploaded by the COR along with each CSR for a given period of surveillance in the CORs file in SPM. The PRS identifies key performance requirements and

Page 8 of 8 UNCLASSIFIED shall be used to form the foundation of the COR's inspection checklist. Surveillance checklists are required to identify the inspection method used by the COR during surveillance. Checklist are located at:

4.4 Documenting Surveillance

Documentation of surveillance is required to evaluate and keep record of contractor’s performance using the CSR Smart Form in SPM. This documentation provides the KO/ACO with contractor status as it applies to performance criteria found in the contract. Every effort should be made to make this report to the KO/ACO as detailed and accurate as possible. The COR will also attach the surveillance schedule and surveillance checklists as objective evidence of completed surveillance. The COR may also upload pictures, documentation from the contractor or any other documents relevant to the surveillance performed. .

The COR shall document their surveillance using the CSR Smart Form in SPM no later than the 20th of the following month when surveillance is completed, as required per the frequency of surveillance identified in the QASP and COR Appointment Letter in SPM and Joint Appoint Module (JAM). The COR must retain all surveillance documentation in their COR files for the life of the contract. Should COR responsibilities be shifted to another individual, the new COR shall be responsible for the maintaining of the historical and current COR files.

4.5 Corrective Action Request (CAR)

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. Nonconformance will be documented via the Product Data and Evaluation Program (PDREP) application in the Procurement Integrated Enterprise Environment (PIEE) IAW the ACC-AI Attachment 46-2.

5. Combating Trafficking In Persons (CTIP).

In accordance with PGI 222.17 and FAR 52.222-50, the KO 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.

6. Controlled Unclassified Information (CUI) In accordance with DFARS PGI and DoDI 5000.72 when CUI is included in a requirements package, KOs should evaluate the extent to which the requiring activity has fulfilled their responsibilities for submission of CUI contractor requirements in accordance with DFARS PGI 204.7303-1, Safeguarding Covered Defense Information and Cyber Incident Reporting.

The handling, training, and marking requirements on the contractor, as identified in DoDI 5200.48, Controlled Unclassified Information (March 6, 2020), shall be monitored by the COR during contractor surveillance. The COR should monitor and ensure that the contractor covers the 11 DoD training standards in DoDI 5200.48, CUI and that the contractor has a process to maintain documentation of completed training.

7. Contractor Performance Assessment Reporting System (CPARS).

Documented surveillance data (COR Status Reports, Completed Surveillance Checklists, Customer Feedback, Deliverables, if any, and CARs, if any, etc.) 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 COR Status Report for the month in which the CPARS was completed.