Attachment_5__QASP.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

1. Contract or Task Order Title. The Joint Interoperability Test Command (JITC), Building 57439B Floor Sys-tem Reinforcement Project

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. 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. Roles and Responsibilities:

The following personnel shall oversee and coordinate surveillance activities.

Contracting Officer (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 the final assessment of the contractor’s performance.

Contracting Officer’s Representative (COR) – The COR is responsible for providing continuous technical over-sight 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 pur-pose is to ensure that the contractor meets the performance standards contained in the contract. The COR is respon-sible for reporting early identification of performance problems to the KO. The COR is required to provide an an-nual performance assessment to the KO which will be used in documenting past performance. The QASP is the pri-mary tool for documenting contractor performance. The COR is not empowered to make any contractual commit-ments or to authorize any contractual change on the Government’s behalf.

4. Primary Method of Surveillance:

100 Percent Inspection. This is usually only the most appropriate method for infrequent tasks or tasks with strin-gent performance requirements, e.g., where safety or health is a concern. With this method, performance is in-spected/evaluated at each occurrence. One hundred percent inspection is too expensive to be used in most cases.

100% Inspection is scheduled for Task 1, subtask 2, paragraph 6.1.2, Project Design Plan and Task 2, subtask 3, par-agraph 6.2.3.4, Project Completion.

Random Monitoring. This is usually the most appropriate method for recurring tasks. With random monitoring, services are sampled to determine if the level of performance is acceptable. Random monitoring works best when the number of instances of the services being performed is very large.

Random Monitoring is scheduled for Task 2, subtask 3, paragraph 6.2.3, Reinforcement of the Flooring System/In-stallation of the support material.

Periodic Inspection. These services are monitored Daily and weekly, Periodic types of activities are perfect for pe-riodic inspection because not only are they infrequent, but there is normally a predetermined, specified time frame within which the tasks must be accomplished. Therefore, you know exactly when to conduct the evaluations. Peri-odic inspections automatically become 100 percent evaluations or "100 percent checks." Inspections should be di-vided and scheduled by frequency: annual, semiannual, quarterly, monthly, weekly and as required. Sometimes ser-vices are required for which the time or frequency cannot be predicted, such as accident investigations, one-time special tasking by higher headquarters, etc. These would be labeled "as required inspections." Others are known and predictable such as the quarterly status report or the monthly travel report currently included in some DISA service contracts.

Periodic Inspection is scheduled for Task 1, subtask 1, paragraph 6.1.1.1, Project Execution Schedule and Task 2, subtask 2, paragraph 6.2.2, Safety Standards.

Surveillance Matrix

The Surveillance Matrix (Appendix 1) is the list of performance objectives and standards that must be performed by the contractor. This matrix details the method of surveillance the COR will use to validate and inspect these perfor-mance elements. Inspection of each element will be documented in the COR file.

Performance objectives define the desired outcomes. Performance Standards define the level of service required under the contract to successfully meet the performance objective. The inspection methodology defines how, when, and what will be assessed in measuring performance. The Government performance surveillance, using this QASP, to determine the quality of the contractor’s performance as it relates to the performance element standards. The AQL performance Standard Table should be used to form the foundation of the COR’s inspection checklist.

5. Performance Standards: The contractor will reinforce the flooring system in Building 57439B. Contractor will provide all labor, materials, hardware, tools, designs and travel of personnel to the work site. JITC will provide clear and practical site access including escorts for this project and building diagram. The contractor shall ensure practices and procedures employed comply with building/structural standards listed by the licensed engineer and practices to include OSHA Safety standards.

Performance Standard Acceptable Quality Level (AQL) Method of Surveillance Project Design Plan Design Plan is accepted by the

COR/ACOR with no more than 1 re-work

Final plans submitted and approved by

COR

Project Execution Schedule Work is completed within the speci-fied time with no extensions

Periodic checks made by government

COR/ACOR

Safety Standards Contractor will adhere to safety standards 100% of the time.

Periodic checks made by JITC Facility Manager (COR), JITC Safety Officer (ACOR), and the Fort Huachuca Safety Office.

Reinforcement of the Floor-ing System/Installation of the support material

Daily reports stating the work com-pleted and inspected on a daily schedule in written form 95% of the time

Random checks made by government

COR/ACOR

Project Completion All tasks and deliverable are ac-complished, and the government COR has inspected and accepted the end product.

100% Inspection

6. Documenting Performance:

Acceptable Performance.

The Government shall document positive performance. A Performance Assessment Report (PAR) template is at-tached (Appendix 2). Any report may become part of the supporting documentation for fixed price payments, award/incentive fee payments, Contractor Performance Assessment Reporting System (CPARS) entries, or other actions. Government acceptance of services permits the contractor to invoice for the service fee.

Unacceptable performance.

Unacceptable contractor performance can be identified by customer complaints (Appendix 3) or upon schedule sur-veillance evaluations. When unacceptable performance occurs, the COR shall inform the contractor. This will nor-mally be in writing unless circumstances necessitate verbal communication. The COR shall document the discus-sion and place it in the COR file and provide a copy to the KO.

When the COR determines formal written communication is required, the COR shall prepare a Corrective Action Report (CAR). The CAR is forwarded to the KO for dissemination to the contractor. A CAR template is attached to this QASP (Appendix 4).

The contractor shall acknowledge receipt of the CAR in writing. The CAR 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 CAR will also state how long after receipt the contractor has to present this corrective ac-tion plan to the KO and COR. The Government may withhold payment for services until corrective action is taken.

The Government shall review the contractor's corrective action plan to determine acceptability. Upon Government acceptance of the corrected services the contractor will be permitted to invoice for the service fee.

Any CAR may become a part of the supporting documentation for contract payment deductions, fixed fee deduc-tions, award fee nonpayment, CPARS or other actions deemed necessary by the KO.

7. Mandatory or regulatory compliance items:

The contractor will provide initial proof of compliance with regulatory and compliance items contained in the con-tract. The Contracting Officer's Representative (COR) and the Contracting Officer (KO) will evaluate the initial submission and will conduct ad hoc reviews of the contractor's compliance throughout the remainder of the contract.

The contractor will monitor compliance as required by FAR 52.222-50, Combating Trafficking in Persons, and re-port any issues to the KO.

8. Acceptable Quality Level (AQL):

Work completed on time as per the agreed upon project schedule. Quality of work meets the design engineers Specifications 100% and that the floor can be rated to carry the new 10,000 pound UPS unit. The foot print of the new UPS will be 4’ x 10 and with an area around the new UPS of 12’x10’ must be rated at the same pounds per square foot as directly under the new 10,000 pound UPS’.

9. Evaluation Method:

The JITC COR will document the time of a verbal notification to the contractor of inspections and respond with an e-mail. The JITC COR will document the official time and date of notification of any issues with the contractor and issues of work quality, followed by an e-mail for record. The COR/ACOR will verify and validate contractor per-formance. The contractor shall enter in the record the official time the floor reinforcement has been completed. The COR will record evaluation comments daily.

10. Performance Rating

In evaluating the quality of contractor’s performance, the following performance ratings may be used

Performance Rating Criteria

Exceptional

Performance meets contractual requirements and exceeds many to the govern-ment’s benefits. The contractual performance of the element or sub-element being assessed was accomplished with no problems and contractor actions were highly ef-fective.

Very Good Performance meets contractual requirements and exceeds some to the government benefits. The contractual performance was accomplished with few minor problems for which corrective actions taken by the contractor were effective.

Satisfactory Performance meets contractual requirements. The contractual performance con-tains some minor problems for which corrective actions taken by the contractor were satisfactory.

Marginal

Performance does not meet some contractual requirements. The contractual perfor-mance reflects a serious problem for which the contractor has not yet identified cor-rective actions. The contractor’s proposed actions appear marginally effective or were not fully implemented.

Unsatisfactory Performance does not meet most contractual requirements and recovery is not likely in a timely manner. The contractual performance contains serious problem(s) for which the contractor’s corrective actions appear or were ineffective.

The COR/ACOR will evaluate the following performance areas:

Performance Measure #1: Management Effectiveness Performance Measure #2: Quality of Work Performance Measure #3: Schedule

Appendix 1 - Surveillance Matrix

Performance

Standards

Acceptable Quality Levels

Methods of Calculation Surveillance Results/Ratings

Management Effectiveness The contractor must respond and be present on the JITC Compound and prepared to perform re-pairs/work, within normal hours. The contractor shall keep the COR in-formed of the status

Quality of Work Completion of scheduled re-pairs/work has been in-spected and As-built de-sign given to JITC’s COR.

Work has been per-formed per

Surveillance:

100% of all sur-veillance are Sat-isfied, More Than Satisfied, or very Satisfied

Minimum Ac-ceptable:

> 85% of all sur-veillance are Sat-isfied, More Than Satisfied, or very Satisfied

Calculation:

95 % Complete of scheduled re-pairs/work has been inspected were Satisfied, More Than Satis-fied, or Very Sat-isfied divided by the total number of completed.

Government per-sonnel must com-plete all surveil-lance.

Measurement Interval The Measurement Interval is daily

Measurement Period – The Measurement Period begins at 00:01 on the first day of work and ends at 24:00on the last day that work was done.

Method of Surveillance Category scale. The scale is: Dissatisfied, Less than Satisfied, Satisfied, More than Satisfied, Very Satis-fied.

Timing of Measurement Measurements are taken within two (2) days of the end of the Measurement Period.

Reporting Frequency:

Reporting to commence upon Contract Award and continue throughout the Period of Performance.

(Exceptional Very Good Satisfactory Marginal Unsatisfactory) contract re-quirements.

Schedule Tasks are completed per the submitted schedule and within period of perfor-mance.

Appendix 2 – Performance Assessment Report

PERFORMANCE ASSESSMENT REPORT (PAR)

(If more space is needed, use reverse and identify by number)

1. CONTRACT/TASK ORDER

NUMBER

2. CONTRACTOR 3. TYPE OF SERVICES

4. QUALITY ASSURANCE PERSONNEL (COR) SIGNATURE AND DATE

5. COR PHONE 6. SUSPENSE DATE

I. PERFORMANCE

7. DEFICIENCY (CHECK ALL BOXES THAT

APPLY)

NEW

REPEAT

NO DEFICIENCY NOTED

8. SERVICES SUMMARY or PWS PARAGRAPH ITEM

REVIEWED

9. BRIEF DESCRIPTION OF DEFICIENCY (IF DEFICIENCY

BOX WAS CHECKED)

10. DETAILED PERFORMANCE ASSESSMENT

II. CONTRACTOR VALIDATION

11. CONTRACTOR REPRESENTATIVE CONCUR

NON-CONCUR

12. CORRECTIVE ACTION ESTIMATED COMPLETION

DATE

13. CONTRACTOR REPRESENTATIVE CORRECTIVE ACTION AND PREVENTION OF RECURRENCE OR REASON

FOR NON-CONCURRENCE OF COR CITED DEFICIENCY

III. ACTION CORRECTED

14. CONCUR NON-CONCUR COR SIGNATURE AND DATE

15. COR REMARKS (REQUIRED)

6. CONTRACTOR REPRESENTATIVE REMARKS

Appendix 3 – Customer Complaint Record

CUSTOMER COMPLAINT RECORD

DATE/TIME OF COMPLAINT

SOURCE OF COMPLAINT

ORGANIZATION

BUILDING NUM-

BER

INDIVIDUAL

PHONE NUMBER

NATURE OF COMPLAINT

CONTRACT REFERENCE

VALIDATION

DATE/TIME CONTRACTOR INFORMED OF COMPLAINT

ACTION TAKEN BY CONTRACTOR

RECEIVED/VALIDATED BY

Appendix 4 – Corrective Action Report

CORRECTIVE ACTION REPORT (CAR)

(If more space is needed, use reverse and identify by number)

1. CONTRACTOR

2. CONTRACT NUMBER

3. TYPE OF SERVICES

4. FUNCTIONAL AREA

5. SUSPENSE DATE

6. CONTROL NUMBER

7. DEFICIENCY MAJOR MINOR

FINDING:

FINDING IMPACT:

Please respond with a written corrective action plan that details the corrective action of the cited deficiency, the cause of the defi-ciency, and actions taken to prevent recurrence by Suspense Date in Block 5. If date was not entered in Block 5, the contractor is not required to provide a response.

8. QUALITY ASSURANCE PERSONNEL (COR)

TYPED NAME AND GRADE

SIGNATURE AND DATE

9. ISSUING AUTHORITY

TYPED NAME AND GRADE

SIGNATURE AND DATE

10. COR RESPONSE TO CONTRACTOR CORRECTIVE ACTION AND ACTION TAKEN TO PREVENT RECURRENCE

11. COR DETERMINATION

ACCEPTED REJECTED

12. CLOSE DATE