DFAC_QASP_Solicitation.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

DINING FACILITY SERVICES

MOUNTAIN HOME AFB ID

FUNCTIONAL

COMMANDER/DIRECTOR

NAME LTCOL DILTRICE M. THOMAS

SIGNATURE

CONTRACTING OFFICER

NAME MS VANESSA F. CHAVEZ

SIGNATURE

CONTRACT ADMINISTRATOR

NAME MS SYLVIA JACQUES

SIGNATURE

CONTRACTING OFFICER’S

REPRESENTATIVE (PRIMARY)

NAME MSGT DARRYLL STEWART

CONTRACTING OFFICER’S

REPRESENTATIVE (ALTERNATE)

NAME TSGT TIFFANY CATLIN

CONTRACTOR

NAME

NOTE: THIS QUALITY ASSURANCE SURVEILLANCE PLAN IS PROVIDED AS AN

ATTACHMENT TO THE SOLICITATION FOR INFORMATION PURPOSES ONLY. IT IS

AN EVOLVING DOCUMENT AND IS NOT A CONTRACTUAL DOCUMENT.

Attachment 3

FA4897-15-B-0001

SECTION I

CONTRACT ASSESSMENT

OBJECTIVE: To evaluate contractor actions while implementing this PWS. It is designed to provide an effective surveillance method of monitoring contractor performance for each listed objective on the Services Summary (SS) in the Dining Facility Services contract.

RESULTS/GOALS: The Multi-Functional Team (MFT) is attempting to improve customer service efficiently, maximize contractor performance and enhance cost savings.

ROLES AND RESPONSIBILITIES OF THE MULTI-FUNCTIONAL TEAM (MFT): The overall responsibility of the MFT is to design a mission support strategy that aligns mission performance needs with a performance-based strategy.

1. Functional Commander/Functional Director (FC/FD): Identifies mission essential services, including developing the necessary documents in accordance with DoDI 3020.37, Continuation of Essential DoD Contractor Services During Crisis. Responsible for submitting Performance Work Statement (PWS) in accordance with FAR 37. Assigns primary and alternate Contracting Officer’s Representative (COR). Reviews contractor performance documentation, prepared by COR, on a regular basis to ensure performance is compatible with contract and mission objectives while supporting higher level of contractor performance and fostering synergistic partnerships. Plans, programs, and budgets adequate funds to ensure execution is within approved funding baseline.

2. Contracting Officer: Fosters partnership with industry. Ensures key stakeholders participate in developing, implementing, and executing the acquisition strategy and acts as business advisor.

Researches the commercial marketplace to ensure the MFT is using the most efficient and effective assessment methods, techniques, and best commercial practices in performance of the contract. Ensures a best value source selection based on the requirements of the Request for Proposal. Awards the contract and executes any modifications to the contract after award.

Recommends changes to the Quality Assurance Surveillance Plan (QASP).

3. Contract Administrator: Responsible for the day-to-day administration of the contract.

Notifies and advises the Contracting Officer on issues related to the performance of the contract and contractor.

4. Contracting Officer’s Representative (COR): Provide quality assurance functions and ensure contract quality requirements, provisions, standards, and thresholds are defined, practical, enforceable, necessary, and verifiable. Evaluate and document contractor’s performance in accordance with the QASP. Assess and manage contractor performance data, to include submitting Contractor Performance Assessment Reporting System (CPARS) reports. Notifies the Contracting Officer of any significant performance deficiencies. Maintain surveillance documentation. Recommend improvements to the QASP and PWS throughout the life of the contract. Participate in MFT meetings providing results of surveillance and recommendations for incentives. Responsible for acceptance of services.

VALIDATION OF OBJECTIVES: The MFT will use data collected by the COR during surveillance and meet with the contractor periodically to discuss areas of concern as well as areas that are working well.

SECTION II

CONTRACTOR ASSESSMENT

GENERAL: COR will use this QASP as a tool to assess the contractor’s performance against the performance thresholds and measurements identified in the contract. The MFT will meet periodically with the contractor to discuss contract and contractor performance.

1. The purpose of the QASP is to provide COR with an effective, systematic method for evaluating the contractor's performance and is based on the premise that the Government desires to maintain a quality standard in custodial services. COR must be objective, fair, and consistent in evaluating contractor performance against contract requirements.

2. This QASP recognizes that the contractor, not the Government, is responsible for management and quality control actions required to meet the terms of the contract. The role of the Government is to ensure contract standards are achieved. The Government recognizes the contractor is not a perfect manager and that unforeseen and uncontrollable problems do occur.

However, good management and a strong quality control program will minimize those unforeseen problems. Any nonconformance with contract requirements is a "defect". The term "defect" is used in reference to a service output (Performance Objective) in the SS that does not meet the output's associated performance threshold. The preferred course of action upon discovery of unacceptable service is to require the contractor to re-perform at no additional cost.

If the contractor's performance does not meet the thresholds in the SS, the COR will notify the Contracting Officer immediately.

3. The COR must document each surveillance as accomplished. Documenting surveillance is of major importance. The Contracting Officer cannot properly administer the contract without documentation of actual surveillance. COR shall submit monthly performance reports that reflect the contractor’s overall performance for the previous month. The contractor or contractor’s on-site representative will be requested to sign the monthly performance report prior to the COR submitting it to the Contracting Officer. The performance report shall be submitted to the Contracting Officer no later than the 10th day of the following month. All documentation resulting from surveillance becomes a permanent part of the contract file. At the conclusion of the contract, or as directed by the Contracting Officer, COR must provide all surveillance documentation to the Contracting Officer for inclusion in the official contract file.

4. If the number of complaints/defects exceeds the performance threshold for any item in the SS, COR will determine the possible cause of this unacceptable performance. Government-caused complaints/defects shall not be counted against the contractor. If the contractor's performance is judged unacceptable, COR will inform the contractor's on-site representative, and request he/she initial and date surveillance documentation acknowledging notification. If the contractor disputes the results of surveillance, COR must notify the Contracting Officer.

5. Documentation is required to record, evaluate, and report contractor's performance. This documentation provides the Contracting Officer with contractor status as it applies to the performance criteria. Every effort should be made to make this report to the Contracting Officer as accurate as possible. The COR are required to maintain accurate records of the contractor's performance and keep the FC informed of all data pertaining to contractor status.

6. Although the SS contains only those items considered most important for mission accomplishment, the Government retains the right to inspect all requirements of the contract.

COR may choose to periodically inspect requirements not listed on the SS.

7. COR are responsible for certifying receipt of the contractor's services and determining payment due on a monthly basis. COR may use DD Form 250 or letter to certify services, which must be submitted to the wide area workflow coordinator no later than the fifth working day of the month for the previous month.

8. Performance meetings (multi-functional team meetings) will be held periodically or more often as requested by the Contracting Officer, COR, or the contractor. COR are required to attend these meetings.

9. Revisions to this QASP are the joint responsibility of the functional area, the contracting office, and the QA Program Coordinator.

SERVICES SUMMARY

Performance Objective PWS para. Performance Threshold

Method of Surveillance

Comply with sanitation requirements of the FDA Food Code and state and local laws/regulations which results in a satisfactory of better rating in Health Inspections.

1.6, 1.7, and 1.8

100% of the time. Periodic Inspection

Reconcile cash drawer with POS reports and ensure cash is turned in on-time, NLT 1300 next business day.

1.5 and Appendix 3

100% accurate accounting of funds and 95% same day (federal duty day) turn-in of deposits per month.

100% Surveillance

Maintain the interior of the dining facility in a clean and sanitary condition.

1.3.3, 1.6., and 1.7

85% of days per month.

Contractor shall correct deficiencies immediately upon notification.

Periodic Inspection

SERVICES SUMMARY

Performance Objective PWS para.

Performance Threshold

Method of Surveillance

Repairs will be initiated/completed within the following time frames:

Routine: 24 hours/96 hours Urgent: 12 hours/48 hours Emergency: 1 hour/24 hours Repairs.

1.3.6 95% of the time.

Contractor shall correct deficiencies within 1 hour of notification.

Periodic Inspection

Provide cooks/food servers to ensure there is no impact on food service operations during contingency operations.

1.1and 1.4 100% of the time. 100% Surveillance

Make available Government provided supplies and materials necessary to serve the guests.

1.1and 4.2.2

95% of monthly meal periods. Contractor shall correct deficiencies immediately upon notification.

100% Surveillance/Periodic Inspection

*Each paragraph reference includes all related subparagraphs.

PERFORMANCE OBJECTIVES

COMPLY WITH SANITATION REQUIREMENTS

Performance Threshold: 100% of the time.

Method of Surveillance: Periodic Inspection

Procedures: Public Health does an inspection once a month. COR will accompany the Health Inspector during these inspections. The COR will also do a weekly walkthrough to ensure the contractor is complying with sanitation requirements.

Remedy: Contractor shall immediately correct deficiencies leading to the less than satisfactory rating during a Health Inspection. Contractor shall re-perform work not meeting the performance threshold. If the contractor does not meet the minimum standards as stated in the PWS on a continuing basis, or when a trend can be identified, the Contracting Officer may issue a Cure Notice. If the trend continues, the Contracting Officer may issue a Show Cause Notice.

If the trend still continues, the Contracting Officer may begin termination procedures.

RECONCILE CASH DRAWER

Performance Threshold: 100% cash accountability and 95% of deposit timeliness per month.

Method of Surveillance: 100% Surveillance

Procedures: COR will reconcile the cash collection voucher, DD Form 1131, with deposit slips and cash register receipts. All cash must be accounted for and turned in appropriately.

Remedy: Contractor shall correct any discrepancies in cash collections immediately.

Contractor will be notified of discrepancies as they occur. If the contractor does not meet the minimum standards as stated in the PWS on a continuing basis, or when a trend can be identified, the Contracting Officer may issue a Cure Notice. If the trend continues, the Contracting Officer may issue a Show Cause Notice. If the trend still continues, the Contracting Officer may begin termination procedures.

MAINTAIN INTERIOR OF DINING FACILITY

Performance Threshold: Interior of facilities meets or exceeds standards 85% of the days in the month. Contractor shall correct deficiencies immediately upon notification.

Method of Surveillance: Periodic Inspection

Procedures: COR will verify the interior is maintained in a clean and sanitary condition by performing a weekly walkthrough. COR will review validated customer comment cards.

Remedy: Contractor will be notified of discrepancies during weekly inspections. Contractor shall re-perform work not meeting the performance threshold. If the contractor does not meet the minimum standards as stated in the PWS on a continuing basis, or when a trend can be identified, the Contracting Officer may issue a Cure Notice. If the trend continues, the Contracting Officer may issue a Show Cause Notice. If the trend still continues, the Contracting Officer may begin termination procedures.

REPAIRS

Performance Threshold: Repairs will be initiated/completed within the following timeframes 95% of the time. Contractor shall correct deficiencies within 1 hour of notification.

Routine: 24 hours/96 hours Urgent: 12 hours/48 hours Emergency: 1 hour/24 hours

Method of Surveillance: Periodic Inspection

Procedures: COR will verify entries in contractor log for 100% of emergency repairs and on weekly walkthroughs for routine and urgent repairs.

Remedy: Contractor will immediately initiate repair requests within required timeframes.

Contractor will be notified of discrepancies during weekly inspections by COR. Contractor has 1 hour from notification by COR to correct deficiency. Contractor shall re-perform work not meeting the performance threshold. If the contractor does not meet the minimum standards as stated in the PWS on a continuing basis, or when a trend can be identified, the Contracting Officer may issue a Cure Notice. If the trend continues, the Contracting Officer may issue a Show Cause Notice. If the trend still continues, the Contracting Officer may begin termination procedures.

PROVIDE COOKS/SERVERS

Performance Threshold: The contractor shall provide cooks/food servers to ensure there is no impact to food service operations during contingency operations.

Method of Surveillance: 100% Surveillance

Procedures: COR will verify the contractor understands scope of work upon implementation of contingency effort. COR will conduct an initial walk-through at the time of implementation.

COR will do a weekly walk-through to ensure enough cooks/food servers are present to provide service.

Remedy: Contractor shall immediately bring staffing levels to required strength to perform required work. Contractor will be notified of discrepancies during weekly inspections. If the contractor does not meet the minimum standards as stated in the PWS on a continuing basis, or when a trend can be identified, the Contracting Officer may issue a Cure Notice. If the trend continues, the Contracting Officer may issue a Show Cause Notice. If the trend still continues, the Contracting Officer may begin termination procedures.

SUPPLIES AND MATERIALS AVAILABILITY

Performance Threshold: The contractor shall make available government furnished supplies and materials necessary to serve guests during 95% of monthly meal periods. Contractor shall correct deficiencies immediately upon notification.

Method of Surveillance: 100% Surveillance/Periodic Inspection

Procedures: COR will conduct a weekly walkthrough, during one meal period, and verify all supplies and materials are available throughout the facility. COR will review validated customer comment cards.

Remedy: Contractor shall re-perform work not meeting the performance threshold. Contractor will be notified of discrepancies during weekly inspections. If the contractor does not meet the minimum standards as stated in the PWS on a continuing basis, or when a trend can be identified, the Contracting Officer may issue a Cure Notice. If the trend continues, the

Contracting Officer may issue a Show Cause Notice. If the trend still continues, the Contracting Officer may begin termination procedures.

COMPLY WITH SANITATION REQUIREMENTS