QASP Updated.pdf

Quality Assurance Surveillance Plan (QASP) for

Catholic & Protestant Music Directors

Solicitation #FA568225Q0001

27 February 2025

Page 1 of

Table of Contents

1.0 Purpose

2.0 Authority

3.0 Roles and Responsibilities

4.0 Performance Requirements and Method of Surveillance

4.1 Contract Surveillance

4.2 Surveillance Matrix

5.0 Performance Rating Definitions

6.0 Performance Reporting

6.1 Corrective Action Report (CAR)

6.2 Customer Complaint Record

6.3 Performance Assessment Report (PAR)

7.0 Surveillance Matrix for Title of Contractor

1.0 Purpose

a. This Quality Assurance Surveillance Plan 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 assessment/inspection process will be conducted. It provides the detailed process for a continuous oversight process:

What will be monitored How monitoring will take place Who will conduct the monitoring How monitoring efforts and results will be documented

b. The contractor is responsible for implementing and delivering performance that meets contract standards using its Quality Control Plan. The QASP provides the structure for the government’s surveillance of the contractor’s performance to assure that it meets contract standards. It is the government’s responsibility to be objective, fair, and consistent in evaluating contractor performance.

c. The QASP is not part of the contract nor is it intended to duplicate the contractor’s quality control plan. 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.

d. 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.

e. Bottom line--the QASP should ensure early identification and resolution of performance issues to minimize impact on mission performance.

2.0 Authority

Authority for issuance of this QASP is provided under Part 46 of the Federal Acquisition Regulation, Inspection of Services clauses, which provide 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 or a duly authorized representative.

Roles and Responsibilities

The following personnel shall oversee and coordinate surveillance activities.

a. Program/Project Manager (PM). The PM provides primary program oversight, nominates the COR, ensures the COR is trained before performing any COR duties and supports the COR’s performance assessment activities. While the PM 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.

Assigned PM: Chaplain Paul Amaliri Organization or Agency: 31st Aviano Chapel Telephone: DSN 632-5211 Email: Paul.amaliri@us.af.mil

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. The CO shall also ensure that the contractor receives impartial, fair, and equitable treatment under this contract. Determine the final assessment of the contractor’s performance.

Assigned CO: TSgt Largent, Joshua Organization or Agency: 31 CONS/PKB Telephone: 0434-30-7952 Email: joshua.largent@us.af.mil

b. Contracting Officer’s Representative (COR). The COR is responsible for providing continuous technical oversight 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 purpose is to ensure that the contractor meets the performance standards contained in the contract. The COR is responsible for reporting early identification of performance problems to the CO. The COR is required to provide an annual performance assessment to the CO which will be used in documenting past performance. The QASP is the primary tool for documenting contractor performance. The COR is not empowered to make any contractual commitments or to authorize any contractual change on the Government’s behalf.

Primary COR: Major Joshua Flynn Organization or Agency: 31 FW/HC Telephone: 0434-30-5211 Email: joshua.flynn.3@us.af.mil

c. Other Key Government Personnel. This may include performance monitors, inspectors, technical experts, or others who provide information that helps the COR monitor contractor performance.

Contract Analyst: to be named

Assigned CA:

Organization or Agency:

Telephone:

Email:

Contractor Representatives

The following employees of the contractor serve as the contractor’s Program Manager and Task Manager for this contract. (Complete this section after the contract award)

Program Manager: to be named

Telephone:

Email:

mailto:Paul.amaliri@us.af.mil mailto:joshua.flynn.3@us.af.mil

Other Key Contract Personnel – to be named

Title:

Telephone:

Email:

2.0 Performance Requirements and Method of Surveillance

2.1 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, PM, and the contractor, which enables positive, open, and timely communications. The foundation of this relationship is built upon objective, fair, and consistent COR evaluations of contractor performance against contract requirements. The COR uses the methods contained in this QASP to ensure the contractor is following 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 QC/QA actions to successfully meet the terms of the contract.

2.2 Surveillance Matrix

a. The Surveillance Matrix (Appendix 1 & 2) 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 performance elements. Inspection of each element will be documented in the COR file.

b. 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 performs surveillance, using this QASP, to determine the quality of the contractor’s performance as it relates to the performance element standards. The Service Summary (SS) should be used to form the foundation of the COR’s inspection checklist.

3.0 Performance Rating Definitions

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

Performance

Rating Criteria

Excellent / Outstanding

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

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.

Good Performance meets contractual requirements. The contractual performance contains some minor problems for which corrective actions taken by the contractor were satisfactory.

Marginal Performance does not meet some contractual requirements. The contractual performance reflects a serious problem for which the contractor has not yet identified corrective 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.

4.0 Performance Reporting

The below documents are located on the following pages.

4.1 CORRECTIVE ACTION REPORT (CAR)

Adobe Acrobat Document

4.2 CUSTOMER COMPLAINT RECORD (CCR)

4.3 PERFORMANCE ASSESSMENT REPORT (PAR)

6.1 Corrective Action Report (CAR)

Describes how discrepancies are reported and resolved.

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 deficiency, 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

6.2 Customer Complaint Record

CUSTOMER COMPLAINT RECORD

DATE/TIME OF COMPLAINT

SOURCE OF COMPLAINT

ORGANIZATION BUILDING NUMBER INDIVIDUAL PHONE NUMBER

NATURE OF COMPLAINT

CONTRACT REFERENCE

VALIDATION

DATE/TIME CONTRACTOR INFORMED OF COMPLAINT

ACTION TAKEN BY CONTRACTOR

RECEIVED/VALIDATED BY

6.3 Performance Assessment Report (PAR)

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

5.0 Surveillance Matrix for Title of Contractor

Description of Service PWS Reference Performance Threshold

Methods of Surveillance

The Catholic Mass Music Director/Accompanist will support the Catholic programs directing music and creating a worship environment that is designed to appeal to a broad spectrum of church traditions. Must be able to provide music during the worship services.

Should be familiar with classical Catholic hymns as well as contemporary ones.

Catholic Music Director

3.1. Provide personal

transportation to and from the work center to meet the requirements of the contract.

3.2. Provide 6 hours which

equates to 2 services per week: one rehearsal and two Masses. Also, provide music for all holy days of obligation and rehearsals that do not fall on a weekend not exceeding 12 hours. Other special services may be requested by the Catholic priest;

however, these additional services will only be provided with the mutual consent of both parties and in writing.

4.1. Direct and lead the

Catholic Music Program on regularly scheduled weekend and special services as needed.

4.5. Provide services to

include two per week, one on Saturday and one on Sunday with one rehearsal during the week.

Must meet 100 % of the description of services performance threshold

The method of surveillance will be visually with quarterly feedback for performance

The Protestant Music Director shall provide music activities for the Protestant Contemporary Service. Directorship includes, but is not limited to playing, training, scheduling, and processing music for liturgies within the Protestant.

Protestant Music Director

3.1. Provide personal

transportation to and from the work center to meet the requirements of the contract.

3.2 A total of 3 hours are

required per week, 12 hours per month, not to exceed 30 for the total month. During an average week, the music director is expected to use 1 hour to practice for service. Which will include, but is no limited to, set-up, rehearsal, music selection, tear-down, and/or collaboration with the Protestant Chaplain. The 2nd hour will be used to perform the music for the Protestant service;

including, but not limited to, set-up, warm-up, performance, and tear-down, which is 30 minutes before the service, and 30 minutes for breakdown.

3.3. Collaborate musical

selections with the Chaplain. The Chaplain has the final approval or disapproval of music selection.

3.4. Lead the praise team

and congregation in worship and vocally lead them as required by the Chaplain.

Must meet 100 % of the description of services performance threshold

The method of surveillance will be visually with quarterly feedback for performance

Appendix 1.0 Version Change History

Section / Page No. Add / Change /

Delete Change No. / Date Explanation