ATTACHMENT B ITIM EA QASP.doc

Attachment B – Quality Assurance Surveillance Plan RFP # ED-CIO-09-R-0017

Information Technology Investment Management (ITIM) and Enterprise Architecture (EA) Support

Quality Assurance Surveillance Plan (QASP)

1.0 Purpose

This Quality Assurance Surveillance Plan (QASP) is a Government developed and applied document used to ensure that systematic quality assurance methods are used in the administration of the Performance-Based Service Contract (PBSC) standards included in this contract. The intent is to ensure that the Contractor performs in accordance with the performance standards/acceptable quality levels contained in the Performance Work Statement (PWS); that the Government receives the quality of services called for in the contract; and, that the Government only pays for the acceptable level of services received.

2.0 Authority

Authority for issuance of this QASP is provided under Contract Section E – Inspection and Acceptance, which provides for inspection and acceptance of the articles, services, and documentation called for in contracts to be executed by the Contracting Officer and administered by his/her duly authorized representative.

3.0 Scope

It is important to understand the responsibilities of the parties and distinguish between the quality control plan and the QASP. The Contractor is responsible for managing and developing a quality control plan to meet the quality standards established in the performance Work Statement (PWS). The QASP is put in place to provide Government surveillance and oversight of the Contractor’s efforts in meeting the performance standards required by the contract. The QASP is not part of the contract nor is it intended to duplicate the Contractor’s quality control plan. The Government may provide the Contractor with an information copy of the QASP to support the Contractor’s efforts in developing a quality control plan that will interrelate with the QASP.

4.0 Government Resources

The following personnel will implement all surveillance activities:

Contracting Officer (CO) – The Contracting Officer ensures performance of all necessary actions for effective contracting, ensures compliance with the terms of the contract and safeguards the interests of the United States in the contractual relationship. It is the Contracting Officer that assures the Contractor receives impartial, fair and equitable treatment under the contract. The Contracting officer is ultimately responsible for the final determination of the adequacy of the Contractor’s performance. The CO may call upon the expertise of other ED individuals (i.e. technical experts), as required . The CO's procurement authorities include the following:

· SOLE authority for any decisions which produce an increase or decrease in the scope of the contract;

· SOLE authority for any actions subject to the Changes clause;

· SOLE authority for any decision to be rendered under the Disputes clause;

· SOLE authority for negotiation and determination of indirect rates to be applied to the contract;

· SOLE authority to approve the substitution or replacement of the Project Manager and other key personnel;

· SOLE authority to approve the contractor’s invoices for payment;

· SOLE authority to monitor and enforce Department of Labor promulgated labor requirements;

· Authority to arrange for and supervise Quality Assurance activities under this contract;

· SOLE authority to approve the contractor’s Quality Control Program and revisions to the their Earned Value Management Plan;

· Approval of all contractor purchases of equipment, supplies and materials is encouraged even though not required by FAR 13.106;

· SOLE authority for the substitution or removal of any government furnished property/information; and

· Signatory authority for the issuance of all modifications to the contract.

Contract Specialist (CS) -The CS is responsible for the day-to-day monitoring of the contractor’s performance in the areas of contract compliance, contract administration, and property control; reviewing the COR’s assessment of the contractor’s performance; and the execution of administrative functions, as directed by the Contracting Officer.

Contracting Officer’s Representative (COR) – The COR is responsible for technical administration of the contract and assures proper Government surveillance of the Contractor’s performance. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf. Any changes that the Contractor deems may affect contract price, terms, or conditions shall be referred to the Contracting officer for action.

Project Manager (PM) – A PM is the management official responsible for program performance and reviews the performance of both the COR and the Contractor. The PM is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf. Any changes that the Contractor deems may affect contract price, terms, or conditions shall be referred to the Contracting officer for action. The PM will nominate a COR to the CO as appropriate to adequately monitor the Contractor’s performance.

5.0 Methods of QA Surveillance

The below listed methods of surveillance shall be used in the administration of this QASP. In addition to specific instructions that may be mentioned, the appropriate and standardized form that is to be used for documentation of QA surveillance is the Surveillance Activity Summary Form, included as Attachment A.

100% Inspection - This level of inspection shall be accomplished by monitoring and documentation. Each month, the COR, or the appropriate designee, shall review the contractor-generated documentation and deliverables, and enter summary results into the Surveillance Activity Summary Form (Attachment A). Copies of the Form shall be submitted to the Contracting officer as requested, at the conclusion of contract performance, and whenever contractor performance fails to meet acceptable quality levels and/or performance outcomes.

In the event of an excusable delay (as defined in FAR 52.249-14, Excusable Delays and EDAR 3452.242-71, Notice to the Government of Delays), the CO, ED Staff and the contractor shall work together to modify the contract with regard to the due dates of the deliverables. The CO (or CS, as authorized by the CO) will contact the contractor, within ten (10) business days of notification from the COR regarding every incidence of poor contractor performance to assure that corrective action is promptly initiated.

The contractor shall respond to the CO (with a cc: to the CS), in writing, regarding any incidence of unacceptable performance, within five (5) business days after receipt of the compliant and supporting documentation/form(s). The CS/CO will work with the COR to develop a response to the contractor's comments. This response will be submitted to the contractor in written form, within seven (7) business days of receipt of the contractor’s comments.

Annual Performance Evaluation - Quality assurance under this contract is closely tied to the performance outcomes for each task and the related deliverable content. The contractor’s overall performance will be evaluated by ED at the end of each performance period. The contractor will be furnished with a copy of each performance evaluation for their review and comment. These official ratings of record, along with contractor comments, will be finalized by the CO and will be stored in the Past Performance Information Retrieval System (PPIRS).

6.0 Documentation

In addition to providing documentation to the Contracting officer, the COR or designee will, maintain a complete quality assurance file. The file will contain copies of all reports, evaluations, recommendations, surveillance checklists, and any actions related to the Government’s performance of the quality assurance surveillance function. All such records will be retained for the life of the contract and forwarded to the Contracting Officer upon contract completion.

7.0 Monthly Review of Contractor’s Performance

Incentives and Disincentives - The CO may decrease the Contractor’s monthly invoice by 5%, if the Contractor does not produce deliverables/services timely and at an acceptable quality level(s), as stated in Appendix A, Outcomes Table. The incentive is for the CO to exercise the next year’s option.

Appendix A: Surveillance Activity Summary Form

MONTH/YEAR:____________

Name and Title of Reviewer________________________

EXAMPLE

1.1 The contractor shall participate in kick-off meeting.

EXAMPLE

1.1 Deliverable: Meeting Minutes. Kick Off meeting conducted within 5 business days of award; Kick Off meeting minutes delivered to client within 2 business days of Kick Off Meeting

EXAMPLE

Kick off meeting report reflecting all transition topics discussed, submitted after review with current contractor – with no discrepancies and accepted by the Department.

EXAMPLE

COR/PM review and acceptance of report