App_1_QASP_ICIDS_III_IV.docx

Quality Assurance Surveillance Plan (QASP) JBSA-FSH ICIDS III/IV Support Services

1. Objective. This Quality Assurance Surveillance Plan (QASP) has been developed and will adhere to Performance-Based Services Acquisitions (PBSA) guidelines. This QASP will be used by Contracting Officer’s Representative (COR) to evaluate and document the Contractor’s performance for maintenance of the Integrated Commercial Intrusion Detection System III/IV(ICIDS III/IV) security alarm system and associated software at Joint Base San Antonio (JBSA) Fort Sam Houston (FSH), Camp Bullis, and the San Antonio Military Medical Center (SAMMC), Texas. The QASP provides the Contracting Officer Representative (COR) an effective, systematic instruction that describes how surveillance will be performed in accordance with the Performance Objectives (POs) contained in the Performance Requirements Summary (PRS) within the Performance Work Statement (PWS).

2. Goals of the Multi-Functional Team (MFT). The purpose of the multi-functional team is to create an environment that shapes and executes an acquisition. The emphasis is on communication, teamwork, trust and agility. The goal is to obtain efficiencies, improved performance, and cost savings throughout the acquisition life cycle.

3. Multi-Functional Team Members & their Responsibilities. The MFT is composed of stakeholders in the acquisition. These stakeholders are responsible for the acquisition throughout the life of the requirement. See QASP signature page for MFT membership. The members of the ICIDS III/IV Support Services MFT are:

3.1. Contracting Officer’s Representative (COR)/Customer: For this requirement, the customer is the technical subject matter expert and the COR. The COR is responsible for monitoring, assessing, recording and reporting on contractor compliance with the terms and conditions of the contract. The COR will have primary responsibility for completing quality assurance monitoring forms that will be used to document the inspection and evaluation of the contractor’s performance. The COR will maintain surveillance documentation, notify the Contracting Officer (CO) of any significant performance deficiencies and recommend improvements to the QASP and PWS throughout the life of the acquisition. See also in AFFARS MP5301.602-2(d) and Designation Memorandum for further clarification of COR duties and responsibilities.

3.1.1. Contracting Officer Representative Tracking (CORT) Tool is the DoD mandatory web-accessible management application designed to nominate, appoint, track and terminate, if necessary, CORs and to serve as the web-based portal for all relevant COR documents to include monthly status reports/surveillance documents on service contracts. The CORT Tool is located on the Wide Area Work Flow (WAWF) site and requires access to WAWF to register. CORs are required to register in the CORT Tool and upload their COR nomination and surveillance documentation. See the DoD Contracting Officer Representative Tracking (CORT) Tool User's Guide for further guidance.

3.2. Contracting Officer (CO): has overall responsibility for overseeing the contractor’s performance in the areas of contract compliance, contract administration, cost control and property control; reviewing the COR assessment of the contractor’s performance; and serves as a liaison between the COR and the contractor. The CO is the only person with the authority to direct the contractor in the performance of their duties under the contract and to make interpretations of and changes to the contract. The CO will facilitate Multi-Functional Team meetings. See also AFFARS MP5346.103, Contracting Office Responsibilities, and AFFARS MP5301.602-2(d) for further clarification of CO duties and responsibilities.

3.3. Contract Administrator (CA): is the focal point for issues regarding the contract; prepares and processes modifications to the contract; assists the CO in ensuring contractor performance meets contract standards; records and transcribes minutes for meetings.

3.3.1. The CA will perform COR assessment on a periodic basis as determined by the CO. The CA will verify that the COR is accomplishing their surveillance according to the QASP. Observation of one or two checks will be sufficient to verify the COR’s procedures. If deficiencies are discovered in the COR surveillance procedures, the CO will notify the FC/FD and COR Management and provide any assistance the requested, such as additional training for COR. The CA will ensure that the COR is documenting their surveillances in a timely manner. A check of the COR files will also be performed on a periodic basis as determined by the CO/CA.

3.4. Budget Officers -Resource Advisor (RA) and Financial Management (FM):

3.4.1. The RA is the customer’s primary requirement coordinator for administrative and financial matters; and communication point for FM. Both the customer and CONS will be in coordination with the RA during contract performance primarily for funding matters.

3.4.2. FM facilitates funds certification throughout the lifecycle of the contract vehicle.

3.5. The Functional Commander/Functional Director (FC/FD)/ COR Management: Encompasses the FC/FD and the COR Supervisor and has overall responsibility for developing the PWS and the QASP and ensuring they satisfy mission requirements, are performance-based, foster innovation and define metrics. COR Management is also responsible for assigning competent and capable functional experts to the Multi-functional Team who will be available full time or as warranted by the procurement cycle. COR Management will assign COR(s) and notify the CO of any changes to this designation. FC/FD will review contractor performance documentation, prepared by the COR, on a regular basis to ensure performance is compatible with mission objectives. See also AFFARS MP5301.602-2(d) for further clarification on COR Management duties and responsibilities.

3.6. The Contracting Squadron Commander (CSC): serves as the Business Advisor to senior leadership; develops and implements acquisition strategies for services acquisitions; provides oversight of the Multi-functional Team in planning, assessing contractor performance and managing the acquisition throughout the life of the requirement IAW the FAR, DFARS and AFFARS. The CSC will provide Annual Execution Review (AER) reports on service acquisitions to the MAJCOM for consolidation.

3.7. The Quality Assurance Program Coordinator (QAPC): develops, manages and implements the base Quality Assurance Program; supports the Multi-functional Team in the development of contract requirements, ensuring requirements are clearly stated and enforceable; aids in development of the Performance Requirements Summary (PRS) and QASP and provides training to all FC/FD, COR and others that interact with this contract as needed.

4. Performance Assessment. The following Performance Requirements Summary at Solicitation Attachment 2 outlines the defined performance objectives for this acquisition with the corresponding goal performance thresholds:

Performance Objective

PWS Paragraph

Method of Surveillance

Performance Threshold

PO-4. Service Calls.

Phone Response 5.4

PO-5. Service Calls.

Physical Response

4.1. The method(s) of surveillance for each performance objective is as follows:

4.1.1 100% Inspection is defined as inspecting a PO every time it occurs. This is an appropriate surveillance method only when contract requirements: (1) have especially critical impact on mission accomplishment or safety, (2) occur infrequently, or (3) have stringent requirements.

4.1.3. Non-Perforrmance Requirements Summary Items. The Contractor is required to provide all services identified in the PWS. COR is required to inspect non-performance requirements summary items on a periodic basis.

4.2. Certification of Services. At the end of each contract payment period as defined in the contract, the COR shall certify the services were received in accordance with contract payment terms and conditions found at FAR Clause 52.212-4.

4.2.1. Acceptable Services. Acceptable services will result in the COR providing written authorization to the RA in order to allow the RA to accept the invoice in Wide Area Workflow (WAWF) since they are not the service inspector. COR Reports need to document and support the Acceptable rating. This means all performance objectives were met or exceeded.

4.2.2. Unacceptable Services. The COR shall determine the cause of contractor unacceptable services and document findings in the applicable COR Report for that surveillance period.

4.2.2.1. If any government action, or lack of action, caused or contributed to the unacceptable performance, the performance will not be counted against the contractor. The COR will take steps to ensure the government does not interfere with the contractor’s performance in the future.

4.2.2.2. If contractor caused, the COR shall document the occurrence in accordance with (IAW) the methods of surveillance and procedures outlined in this QASP. IAW contract terms and conditions, the government reserves the right to inspect any services that have been tendered for acceptance. The Government may require re-performance of nonconforming services at no increase in contract price. If re-performance will not correct the defects or is not possible, the government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. Disputes between the COR and the contractor on the validity of a performance assessment shall be referred to the Contracting Officer.

5. Performance Management. The following outlines the approach, methods and tools to be used by the MFT to manage this acquisition upon award.

5.1. COR(s) shall evaluate and document contractor performance in accordance with the procedures outlined in this QASP and maintain resulting surveillance documentation. The results of surveillances shall be maintained as Past Performance information and utilized to prepare and support annual Contractor Performance Assessment Report System (CPARS) reporting, if required. Information will also be used to complete reporting requirements in accordance with AFI 63-138, Acquisition of Services, Chapter 6.4, Initial Contract Performance Review, which shall take place within 30 days after the contractor assumes full performance responsibilities (i.e. after completion of transition/mobilization). Also, paragraph 5.2, Annual Execution Reviews (AER) which shall assess annual execution review for progress against approved performance metrics and review the summary of evaluations from the CPARS.

5.1.1. The COR will ensure that detailed surveillance and inspection/acceptance documentation are maintained at all times IAW the COR Designation letter and loaded into the Contracting Officer Representative Tracking (CORT) Tool monthly for storage and review. The CORT Tool is part of the WAWF e-Business Suite found at https://wawf.eb.mil .

5.2. The COR will ensure that the contractor’s Quality Control Plan (QCP) adequately ensures that contract services conform to the requirements of the PWS. If the COR finds the QCP deficient at any time during contract performance, the CA should be notified so that a course of action can be determined. For matters that cannot be resolved easily via written means, a performance meeting can be held with the contractor. Performance meeting will be scheduled by the contracting office and a CO must be present for the meeting.

5.3. The United States Government has adopted a zero tolerance policy regarding trafficking in persons. Additional information about trafficking in person may be found at the website for the Department of State’s Office to Monitor and Combat Trafficking in Person at http://www.state.gov/g/tip.

5.3.1. IAW FAR 52.222-50 and DFARS PGI 222.17, Combating Trafficking in Persons, CORs must monitor the contractor’s performance regarding trafficking in persons such that non-compliance with stated regulatory guidance is brought to the immediate attention of the Contracting Officer. CORs must inform the Contracting Officer if the contractor, contractor personnel, subcontractor, or subcontractor personnel have failed to comply with the requirements of this clause and PGI.

5.3.2. The CO shall, through the CO’s local commander or other designated representative, immediately notify the Combatant Commander for the geographical area in which the incident has occurred. The Unified Combatant Command DefeneLINK website at http://www.defenselink.mil/specials/unifiedcommand/, identifies each command’s area of responsibility.

5.3.3. The contractor shall take appropriate action should a violation occur. For corrective procedures and remedies for non-compliance see contract clause FAR 52.222-50.

5.4. SAF/AQ Policy Memo, Implementation of FY 11 NDAA Section 8108, Contractor Inventory, 13 Nov 12, requires contractors to report labor hours via the Contractor Manpower Reporting Application (eCMRA) located at http://www.ecmra.mil.

5.4.1. CORs shall ensure contractor labor hours and contract data entry requirements are properly loaded in the eCMRA. See CMRA Contractor Manpower Reporting Full User Guide for further guidance.

5.5. The MFT shall continue to meet after award as necessary to ensure high levels of contractor performance, foster a synergistic partnership, and support mission requirements.

QASP SIGNATURE PAGE

JBSA-FSH ICIDS III/IV Support Services

Name: Mark G. Allen, 502 SFS Title: Functional Commander/Director/ COR Management

Name: Tommy McKay, 502 SFS Title: Contracting Officer Representative

Name: Maria ‘Cris’ Lambert, 502 CONS/JBKP Title: Quality Assurance Program Coordinator

Name: Melody Taylor, 502 CONS/JBKCA Title: Contract Specialist

Name: Barbara A. Jewett, 502 CONS/JBKCA Title: Contracting Officer