J-3_GDSS_QASP_2014_04_22.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

for Global Decision Support System (GDSS) Application Support

TABLE OF CONTENTS:

1.0 Mission

2.0 Purpose

3.0 Authority

4.0 Roles and Responsibilities

5.0 Contractor’s Quality Control Plan (QCP)

6.0 Performance Requirements and Method(s) of Surveillance

7.0 Surveillance Documentation

8.0 Acceptance of Services

9.0 Contract Management

Appendices:

1. Services Summary (SS) and Method of Surveillance

2. Sample COR Services Summary Surveillance Report

Quality Assurance Surveillance Plan (QASP)

1.0 Mission

The mission of the C2 Systems Branch and GDSS PMO is to maintain/sustain the GDSS application. In 2011 GDSS replaced multiple legacy systems with a single enhanced system; a modernized, fully integrated and enhanced C2 decision support system using open systems infrastructure and a shared relational database. GDSS supports the Defense Transportation System (DTS) and Distribution Process Owner (DPO) migration strategies.

2.0 Purpose

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 surveillance/inspection process will be conducted to ensure successful PWS performance.

It provides a systematic method for a continuous oversight process to determine conformity with the technical requirements of the contract. The QASP establishes:

• What will be monitored.

• How monitoring will take place.

• Who will conduct monitoring.

• How monitoring efforts and results will be documented.

The contractor is responsible for implementing and delivering performance that meets contract objectives using its Quality Control Plan (QCP). The QASP provides the structure for the government’s surveillance of the contractor’s performance to assure that it meets contract requirements. It is the government’s responsibility to be objective, fair and consistent in evaluating contractor performance. The Contracting Officer (CO) shall also ensure that the contractor receives impartial, fair, and equitable treatment under this contract and determines the final assessment of contractor performance.

The QASP is not part of the contract nor is it intended to duplicate the contractor’s QCP.

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.

The QASP should ensure early identification and resolution of performance issues to minimize impact on mission performance.

3.0 Authority

Authority for issuance of this QASP is provided under Part 37.604 and 46.4 of the Federal Acquisition Regulation (FAR), 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 (CO) or a duly authorized representative.

4.0 Roles and Responsibilities

The following personnel comprise the Multi-Functional Team (MFT) and shall oversee and coordinate surveillance activities.

Government Representatives: (To be completed upon contract award.)

Contracting Officer Representative (COR) Supervisor– The COR Supervisor nominates the COR, ensures the COR is trained before performing any COR duties and supports the COR’s surveillance activities.

Assigned COR Supervisor: <enter name> Organization or Agency: <enter organization or Agency name> Telephone: <enter number> Email: <enter address>

Contracting Officer (CO) – The CO 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.

Specific duties of the CO include:

• Delegating authority for inspection and/or acceptance to COR in accordance with the terms and conditions of the contract.

• Informing the contractor of the names, duties, and limitations of authority for all COR assigned to the contract.

• Periodically assessing COR’s performance.

• Managing contractor performance surveillance data, including submitting

Contractor Performance Assessment Reporting System (CPARS) reports.

• Ensuring the MFT reviews this QASP annually (at a minimum) for recommended changes.

• Providing contract-specific training (to include refresher training) administered by

CO or CO’s designee to all appointed CORs.

Assigned CO: <enter name> Organization or Agency: <enter organization or Agency name> Telephone: <enter number>

Email: <enter address>

Contracting Officer’s Representative (COR) - The COR is responsible for providing continuous program and technical oversight of the contractor’s performance. While the COR may serve as a direct conduit to provide Government guidance and feedback to the contractor on technical matters, they are not empowered to make any contractual commitments or any contract changes on the government’s behalf. The COR is responsible for reporting early identification of performance problems to the CO and may use the applicable appendix items for documenting contractor performance.

Specific duties of the COR include:

• Evaluating and documenting the contractor’s performance in accordance with the procedures set forth in the QASP.

• Recommending any changes necessary to the contract, PWS, QASP, or other items to provide more effective operations or eliminate unnecessary costs.

• Keeping a COR file that accurately documents the contractor’s actual performance (i.e. COR surveillance reports).

• Utilizing COR file data (i.e. performance and COR surveillance reports) to assist the CO in the preparation of the CPARS reports.

• Receiving required training before performing any COR duties (IAW MP5301.602-2(d)).

• Notifying the CO immediately regarding contractor non-compliance with FAR 52.222-50, “Combating Trafficking in Persons.”

Assigned COR: <enter name> Organization or Agency: <enter organization or Agency name> Telephone: <enter number> Email: <enter address>

Alternate COR: <enter name> Organization or Agency: <enter organization or Agency name> Telephone: <enter number> Email: <enter address>

Quality Assurance Program Coordinator (QAPC) - The QAPC is responsible for developing, managing, and implementing the Quality Assurance Program. The QAPC may also provide refresher training, as needed.

Assigned QAPC: Mr. Michael Hoh Organization or Agency: 763 SCONS/PKP Telephone: (618) 256-4393 Email: michael.hoh.1@us.af.mil

Contractor Representatives: (To be completed upon contract award.)

Contractor – Complies fully with the terms and conditions of the contract and ensures non-conforming contract services are identified and corrected.

Specific duties of the Contractor include:

• Participating as a member of the MFT in the post-award management phase.

• Maintaining and implementing their commercial quality procedures that ensure contract requirements are met.

• Ensuring that the QCP is revised when necessary to prevent recurrence of non-conforming contract services.

• Tendering to the government for acceptance, only those services that conform to contract requirements.

• Recommending any changes to the contract that will provide more effective operations or eliminate unnecessary costs.

Contract Manager: <upon award, enter name> Telephone: <enter number> Email: <enter address>

Other Contract Personnel: <upon award, enter name or delete this line if not applicable> Title: <enter title> Telephone: <enter number> Email: <enter address>

5.0 Contractor’s Quality Control Plan (QCP)

As required by the contract, the contractor’s commercial QCP included in the final proposal dated ___________________, is incorporated by reference.

6.0 Performance Requirements and Method(s) of Surveillance

6.1 Contract Surveillance

The goal of the QASP is to ensure that contractor performance is effectively monitored and documented. The COR’s contribution is their professional, non-adversarial relationships with the CO and the contractor, which enables positive, open and timely communications. The COR uses the methods contained in this QASP to ensure the contractor is in compliance with contract requirements. The COR function is responsible for a wide range of surveillance requirements that effectively measure and evaluate the contractor’s performance. Additionally, this QASP is based on the premise that the contractor, not the Government, is responsible for management and quality control/quality assurance actions to successfully meet the terms of the contract.

6.2 Surveillance Summary

The Services Summary (SS) and Method of Surveillance (Appendix 1) is the list of performance objectives and thresholds that must be performed by the contractor. This summary details the method(s) of surveillance the COR will use to validate and inspect these performance objectives. Inspection of each objective will be documented in the COR file.

Performance objectives define the desired outcomes. Performance thresholds define the level of service required under the contract to successfully meet the performance objective. The Government performs surveillance, using this QASP, to determine the quality of the contractor’s performance as it relates to the performance thresholds. The PWS and QASP should be used to form the foundation of the COR’s inspection.

Method(s) of Surveillance:

100% Inspection: The COR will inspect and evaluate the contractor’s performance each time it is performed. The result of the contractor’s overall performance is then evaluated to determine acceptability of the service provided.

7.0 Surveillance Documentation

Sample COR Services Summary Surveillance Report (Appendix 2)

The performance management feedback loop begins with the communication of expected outcomes. Performance standards are expressed in the PWS and are assessed using the methods of surveillance shown in the SS surveillance.

8.0 Acceptance of Services

Before acceptance of product(s) or service(s) and/or approval of an invoice, the COR shall prepare a COR Services Summary Surveillance Report (Appendix 2) in accordance with the QASP and FAR 52.212-4 (Contract Terms and Conditions – Commercial Items), Inspection and Acceptance Clause. The report shall identify both positive and negative performance. At a minimum, the report shall identify the number of assessments scheduled and conducted, the number of unacceptable/acceptable performances observed, the number of CARs issued, number of valid complaints, any significant contractor performance discrepancies, and a rating of the Contractor’s overall performance. The report shall be signed and dated by the COR and uploaded to the CORT Tool.

The COR will certify that acceptable services were received, in accordance with the terms and conditions of the contract. The COR will certify receipt of contractor services via the Wide Area Workflow (WAWF) website. Certification of services shall be accomplished no later than seven calendar days after receipt of the invoice. To avoid payment of interest penalties, if the invoice is unacceptable, it should be rejected in WAWF within the first seven calendar days after receipt of the invoice, and the CO should be notified immediately.

9.0 Contract Management

The MFT shall conduct periodic progress meetings to review the contractor’s performance. At these meetings the CO will apprise the contractor of how the Government views the contractor’s performance and the contractor will apprise the Government of problems, if any, being experienced. The contractor will immediately notify the CO and/or COR of any work being performed that the contractor considers over and above the requirements of the contract. Appropriate action shall be taken to resolve any outstanding issues (i.e. CPARS, customer complaint reports, etc.).

The MFT shall also provide any recommended changes to the QASP to the CO at the progress meetings or on an annual basis (at a minimum).

Appendix 1 – Services Summary (SS) and Method of Surveillance

Performance Objective PWS Para

Performance Threshold

Metric Method of Surveillance

Documentation information provided is clear, complete, and consistent, and contains the appropriate level of supporting information.

3.2.1 For each delivery, no more than one rewrite resulting from inaccurate, incomplete, or unsupported information.

# of rewrites resulting from inaccurate, incomplete, or unsupported information.

100% Inspection

Technical documentation provided is accurate, and contains the appropriate level of detail.

3.2, 3.11

No more than two incidents per version in handling the software, leading to system problems or failures will not be a result of errors or misdirection in the documentation.

Training documentation provides the correct procedures that lead to the intended automation.

# of adverse incidents caused by document errors will be measured in manpower hours required to restore.

# of errors in documents caught before any incidents will not affect this objective, but will be counted in the previous performance objective (number of rewrites).

100% Inspection

Data deliverables are produced using prescribed formats, software tools, and software versions as agreed to by the COR.

All deliverables meet professional standards for technical writing and the requirements set forth in the contract. All deliverables clearly identify assumptions and personal opinions.

Technical writing and

3.2, 3.11

No more than two inaccuracies per release for cross-referencing source and reference material content.

No more than one late deliverable per release.

No late deliverables submitted more than one working day beyond the agreed-to

# of inaccuracies for cross-referencing source and reference material content.

# of late deliverables.

# of late deliverables submitted more than one working day beyond the agreed-to time

100% Inspection reports are delivered to the COR by the agreed to schedule or in accordance with the terms of the contract.

time period. period.

Level of expertise, coordination, and support necessary to accomplish the contract in a responsive, satisfactory, and timely manner is provided.

2.3, 3.8 No more than two per delivery as per formal customer complaint in performance of required tasks.

No complaints left unresolved one working day beyond the agreed-to time period.

# of formal customer complaints.

# of complaints left unresolved one working day beyond the agreed-to time period.

100% Inspection

Effective corrective actions ensure noted discrepancies are corrected, COR follow-ups are precluded, and corrective actions eliminate recurrence of the same or similar discrepancies.

3.5.4, 3.8.2.4, A002, B005

All deficiencies are corrected not later than one working day beyond the agreed-to time period.

# of deficiencies not corrected one working day beyond the agreed-to time period.

100% Inspection

Initial responses to the PMO for technical support are provided timely.

3.7, 3.8.2.1

Initial responses provided to the PMO within one hour after receipt of a verbal or written request. No instances of late initial responses.

# of late initial responses.

100% Inspection

Verbal notice to the PMO of actual or potential problems is reported timely.

3.8.2.2 Verbal notices

reported to the PMO within one hour after the problem or the potential problem becomes apparent to the contractor. No instances of late verbal notices.

# of late verbal notices.

100% Inspection

Proposals for non-emergency immediate corrective action are

3.8.2.3, A002

Proposals provided to the PMO within 24 hours. No

# of late proposals. 100% provided to the PMO timely.

instances of late proposals.

Schedules are published in the Government provided tool and updated weekly. (CDRL A005)

5.3.1 No more than two

weekly update delivered or updated late per delivery.

No late updates submitted more than one working day beyond the agreed-to time period.

# of late weekly updates.

# of late updates submitted more than one working day beyond the agreed-to time period.

100% Inspection

Interfaces are developed and supported to maintain compatibility among systems in the operational and test environments.

3.3.1 3.5.5 3.5.9 3.5.10 3.8.1 3.8.2

Satisfactory performance ratings are achieved during testing on a quarterly basis.

Outcome of testing rating.

100% Inspection

The contractor shall, in writing, report to the CO with prompt and full disclosure of the Conflict of Interest incident or incidents.

5.9 Contractor shall

have no incidents of not providing prompt and full disclosure of Conflict of Interest.

Report of Conflict of Interest situations provided by Government or Contractor personnel or third parties.

100%

Appendix 2 - Sample COR Services Summary

Surveillance Report

SERVICE or STANDARD:

SURVEY PERIOD:

SURVEILLANCE METHOD (Check):

Random Sampling 100% Inspection Periodic Inspection Customer Complaint

LEVEL OF SURVEILLANCE (Check):

Monthly Quarterly As needed

PERCENTAGE OF ITEMS SAMPLED DURING SURVEY PERIOD: ______ %

ANALYSIS OF RESULTS:

Observed Service Provider Performance Measurement Rate: ______%

Service Provider’s Performance (Check): Meets Standards

Does Not Meet Standards

Narrative of Performance During Survey Period:

PREPARED BY: ___________________________________ DATE: _________________