QUALITY ASSURANCE SURVEILLANCE PLAN 02252026.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

For NCETR Explosives Enforcement and Training Division Explosives Relief of Disabilities (EROD) Special Investigator Support Services

Supporting the Department of Justice (DOJ), Bureau of Alcohol, Tobacco, Firearms and Explosives (ATF), Office of Field Operations (FO), National Center for Explosives Training and Research (NCETR), Explosives Enforcement and Training Division (EETD)

1.0 PURPOSE

This Quality Assurance Surveillance Plan (QASP) defines the systematic methods used by the Government to monitor, evaluate, and document the Contractor’s performance under the Performance Work Statement (PWS).

This QASP:

• Identifies critical performance objectives;

• Establishes surveillance methods;

• Defines Acceptable Quality Levels (AQLs);

• Describes remedies for non-performance.

This QASP does not alter the terms and conditions of the contract. In the event of conflict, the contract governs.

2.0 AUTHORITY AND RESPONSIBILITIES

2.1 Contracting Officer (CO)

The CO has overall authority for contract administration and is the only individual authorized to modify contract terms.

2.2 Contracting Officer’s Representative (COR)

The COR is responsible for:

• Monitoring contractor performance;

• Conducting surveillance activities;

• Documenting performance results;

• Certifying acceptance of deliverables;

• Recommending corrective actions to the CO.

3.0 SURVEILLANCE APPROACH

The Government will use a combination of:

• 100% inspection (for critical deliverables such as ROIs)

• Random sampling (for administrative reviews)

• Periodic review

• Customer feedback surveys

• System monitoring (IT/security compliance)

• Invoice review and validation

Surveillance will be risk-based, emphasizing:

• Timeliness

• Accuracy

• Security compliance

• Professional conduct

• Fiscal integrity

4.0 PERFORMANCE OBJECTIVES AND SURVEILLANCE METHODS

4.1 Investigative Report Timeliness

Performance Objective:

Submit Reports of Investigation (ROIs) by established due dates (typically 30 calendar days unless otherwise directed).

Standard:

ROIs submitted on or before due date unless extension approved in writing.

AQL:

≥ 95% on-time submission rate per evaluation period.

Surveillance Method:

• 100% tracking via case management system (CMS).

• Monthly performance review.

Remedy for Non-Compliance:

• Written notification.

• Corrective Action Plan (CAP) if below AQL.

• Reduced or non-payment for late assignments without approved extension.

• Repeated failure may result in termination.

4.2 Investigative Quality and Accuracy

Performance Objective:

ROIs shall be factually accurate, complete, objective, and compliant with EROD SI Manual requirements.

Standard:

Reports require no major revisions and meet formatting and documentation standards.

AQL:

≥ 95% accepted without major revision.

Surveillance Method:

• 100% Government review of submitted ROIs.

• Quality trend analysis.

Remedy:

• Return for correction at no additional cost.

• CAP for recurring deficiencies.

• Termination for repeated failure.

4.3 Monthly Status Reporting

Submission of accurate monthly status reports including case name, case number, and investigation status.

Standard:

Report submitted by agreed-upon deadline.

AQL:

100% compliance.

Surveillance Method:

• COR verification.

Remedy:

Written notice; repeat failure may affect continued tasking.

4.4 Security Compliance

Protection of sensitive information and compliance with all ATF security requirements.

Standard:

No unauthorized disclosures; proper safeguarding of documents and IT systems.

AQL:

100% compliance (zero tolerance).

Surveillance Method:

• Security audits.

• Incident reporting review.

• IT monitoring.

Remedy:

• Immediate investigation.

• Suspension of access.

• Possible termination.

• Referral to investigative authorities if warranted.

4.5 Government Furnished Property (GFP) Compliance

Proper use and safeguarding of ATF-issued laptop and credentials.

Standard:

Use exclusively for official duties; weekly login compliance; equipment safeguarded.

AQL:

100% compliance.

Surveillance Method:

• IT system monitoring.

• Property accountability audits.

• Inventory verification.

Remedy:

• Financial liability for damage or loss.

• Suspension of system access.

• Termination if warranted.

4.6 Professional Conduct

Maintain professional demeanor and appearance reflecting positively on ATF.

Standard:

No substantiated complaints of misconduct.

AQL:

No repeated substantiated complaints.

Surveillance Method:

• Post-interview surveys.

• Complaint review.

• COR observation.

Remedy:

• Warning notice.

• CAP.

• Removal from assignment.

• Termination for repeated substantiated complaints.

4.7 Invoice Accuracy

Submit proper monthly invoices compliant with FAR 32.905 and contract requirements.

Standard:

Invoices complete, accurate, and properly certified.

AQL:

≥ 98% accuracy rate.

Surveillance Method:

• Finance Office review.

• COR validation of services performed.

Remedy:

• Return for correction.

• Delay of payment.

• Referral for suspected fraud.

4.8 Travel Compliance

Travel conducted in accordance with FTR and pre-approval requirements.

Standard:

Pre-approval obtained; costs allowable and allocable.

AQL:

100% compliance.

Surveillance Method:

• Review of travel authorizations.

• Invoice validation.

• Receipt verification.

Remedy:

• Disallowance of unapproved travel costs.

• CAP for recurring issues.

5.0 PERFORMANCE DOCUMENTATION

The COR shall maintain:

• Surveillance logs;

• Monthly performance summaries;

• Records of deficiencies and corrective actions;

• Documentation supporting invoice certification.

Performance trends will be evaluated annually to determine:

• Continued eligibility for task orders;

• Option year exercise;

• Contract renewal or termination.

6.0 CORRECTIVE ACTION PROCESS

If performance falls below AQL:

1. COR issues written notification.

2. Contractor must submit Corrective Action Plan within 5 business days.

3. Government reviews and approves CAP.

4. Increased surveillance may be implemented.

5. Continued failure may result in:

o Reduced tasking o Non-payment for deficient work o Termination for cause

7.0 FRAUD PREVENTION

Suspected fraudulent invoices, falsified reports, or misrepresentation shall be:

• Documented by the COR;

• Reported to the CO; and

• Referred to the appropriate investigative authority, which may include the DOJ Office of Inspector General.

8.0 ANNUAL PERFORMANCE EVALUATION

Performance will be formally evaluated annually and considered in determining:

• Exercise of option years;

• Contractor responsibility;

• Future contract awards.

9.0 QUALITY ASSURANCE PHILOSOPHY

The Government’s objective is to:

• Ensure timely, accurate, and secure investigative services;

• Promote continuous improvement;

• Address deficiencies early;

• Maintain integrity of the EROD Program.