Attachment_2_Eagle_Vision_QASP.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN

Version 1 – October 2017

For Eagle Vision Support Contract

Contract Number: < upon award, enter contract number>

Contract Description: < enter contract description >

Contractor’s name: < upon award, enter contractor name > (hereafter referred to as the contractor).

1. PURPOSE.

This Quality Assurance Surveillance Plan (QASP) provides a systematic method to evaluate performance for the stated contract. This QASP explains the following:

What will be monitored

How monitoring will take place

Who will conduct the monitoring

How monitoring efforts and results will be documented.

This QASP does not detail how the contractor accomplishes the work. Rather, the QASP is created with the premise that the contractor is responsible for management and quality control actions to meet the terms of the contract. It is the Government’s responsibility to be objective, fair, and consistent in evaluating performance. In addition, the QASP should recognize that unforeseen and uncontrollable situations may occur.

This QASP is a “living document” and the Government may review and revise it on a regular basis. However, the Government shall coordinate changes with the contractor. Updates shall ensure that the QASP remains a valid, useful, and enforceable document. Copies of the original

QASP and revisions shall be provided to the contractor and Government officials implementing surveillance activities.

The following FAR clauses may apply depending on contract type:

52.246-4 Inspection of Services – Fixed-Price, 52.246-5 Inspection of Services – Cost-Reimbursement, or

52.246-6 Inspection of Services – Time-and-Material and Labor-Hour

2. GOVERNMENT ROLES AND RESPONSIBILITIES.

The following personnel shall oversee and coordinate surveillance activities.

a. 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 assure that the contractor receives impartial, fair, and equitable treatment under this contract. The CO is ultimately responsible for the final determination of the adequacy of the contractor’s performance.

b. Contract Specialist (CS) - The CS acts as an acquisition consultant and serves as liaison between the Air Force District of Washington Contracting Office and the requesting program office.

c. Contracting Officer’s Representative (COR) - The COR is responsible for technical administration of the contract and shall assure proper Government surveillance of the contractor’s performance. The COR shall keep a quality assurance file. At the conclusion of the contract or when requested by the CO, the COR shall provide documentation to the CO. The

COR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf. The contractor shall refer any changes they deem may affect contract price, terms, or conditions to the CO for action.

Assigned COR: Major Craig Cherek

Telephone: (703) 693-1742

Email: craig.p.cherek.mil@mail.mil

3. CONTRACTOR REPRESENTATIVES:

The following employees of the contractor serve as the contractor’s Program Manager and Task

Manager for this contract:

a. Program Manager - <upon award, enter name>

b. Telephone: <enter number>

c. Email: <enter address> mailto:craig.p.cherek.mil@mail.mil

4. PERFORMANCE STANDARDS.

The Services Summary is a list of critical tasks that must be performed by the Contractor, the performance threshold, and the method of surveillance the COR will use to validate/inspect these tasks. Inspection of each task will be documented in the COR folder.

Performance standards define desired services. The Government performs surveillance to determine if the contractor exceeds, meets or does not meet these standards.

The Performance Requirements Summary Matrix, paragraph 4, Table 1, in the Performance

Work Statement includes performance standards, and is listed below. The Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL).

Performance Objective Performance

Standard

Performance

Threshold

Surveillance

Method

Remedy

Documentation requirements include

Monthly status reports, Trip reports, Briefings/

Presentations, and

Meeting reports.

The contractor shall provide the applicable and accurate technical reports as specified by the

Government

There shall be no more than 2 re-submittals per month

100% Inspection. Upon receipt of the deliverable the government has 5 working days to accept or reject. If there is no notification then it will be considered acceptable. If returned, contractor has 5 working days to re-work and resubmit.

Positive performance evaluation / Failure to meet the Performance Threshold will result in the remedies set forth in FAR clause 52.246-

4, Inspection of Services-

Fixed Price and a negative comment in the Contractor

Performance Assessment

Reporting System (CPARS)

Documentation requirements for plans, reports, and analyses are delivered no later than the “as required” date and time as deemed necessary by the

Government

The contractor shall provide the applicable technical reports by the due date and time specified in the PWS

Deliverables shall be no more than 2 working days late after the required delivery date.

100% Inspection Positive performance evaluation / Failure to meet the Performance Threshold will result in the remedies set forth in FAR clause 52.246-

4, Inspection of Services –

Fixed Price and a negative comment in CPARS.

5. INCENTIVES.

The Government shall use a firm fixed price (FFP) award without incentives.

6. METHODS OF QA SURVEILLANCE.

Various methods exist to monitor performance. The COR shall use the surveillance methods listed below in the administration of this QASP.

Regardless of the surveillance method, the COR shall always contact the contractor's task manager or on-site representative when a defect is identified and inform the manager of the specifics of the problem. The COR, with assistance from the COD KS, shall be responsible for monitoring the contractor’s performance in meeting a specific performance standard/AQL.

Four primary methods of surveillance will be used: one hundred percent inspection, periodic audits and customer complaints. Other methods of surveillance must be fully documented and approved by the CO and QAPC before implementation. Information obtained from these activities may be used by the FD/FC to ascertain whether or not Contractor performance is compatible with contract and mission objectives and by the CO for actions relating to the

Contractor.

a. DIRECT OBSERVATION. This type of surveillance consists of evaluating products/services via in-person visit. On a semi-annual basis, or periodically, the COR will observe and evaluate those products and services delivered by the contractor.

c. PERIODIC INSPECTION. This type of surveillance consists of evaluating products/services not surveilled via one hundred percent inspection or by customer survey, and is implemented at a pre-defined frequency. An example of periodic audit is performing monthly inspections of class training conducted by the Contractor or weekly inspection of a Contractor’s process in developing training manuals.

e. VALIDATED USER/CUSTOMER COMPLAINTS. Although usually not a primary method, this is a valuable supplement to other, more systematic methods of surveillance. For example, in a case where random sampling indicates unsatisfactory service, customer complaints can be used as substantiating evidence. In certain situations, where customers complain consistently when the quality of performance is poor, customer surveys and customer complaints may be a primary surveillance method, and customer satisfaction is an appropriate performance standard. In all cases, complaints will be documented, preferably on a standard form. All customer complaints will be forwarded to the PMO. Information obtained from customer complaint activities may be used by the CO for actions relating to the Contractor.

f. 100% INSPECTION. This method will be used for Contractor submissions, products, and deliverables (tangible items). CORs will use the One Hundred Percent Inspection method to evaluate all reports delivered under PWS paragraph 6. The COR, with assistance from the FD and CO if necessary, accepts or rejects these products based on the criteria and performance standards as outlined in the Services Summary. The COR also documents all results of inspection actions, and subsequent Contractor re-performance tasking, if applicable.

Surveillance results may be used as the basis for actions (to include payment deductions) against the contractor. In such cases, the Inspection of Services clause in the Contract becomes the basis for the KO’s actions.

8. RATINGS.

Metrics and methods are designed to determine if performance exceeds, meets, or does not meet a given standard and acceptable quality level. The Primary COR rates each of the quarterly PAR categories based on the Contractor’s actual performance during the reporting period. These ratings can serve as a basis for CPARs. Ratings will not be arbitrary or reflect an emotional assessment of the Contractor’s performance. Any ratings other than ‘Meets Standards’ must be appropriately justified. For instance, if the COR rates the Contractor’s performance as ‘Exceeds

Standards,’ the COR must demonstrate which PWS or SOW requirements were exceeded and how the contractor’s actions benefitted the Government. A rating scale shall be used to determine a positive, neutral, or negative outcome. The following ratings shall be used:

QUARTERLY PAR RATING DEFINITIONS TABLE

Rating Definition

Exceeds

Standards

Contractor performance meets contractual requirements and exceeds some/many to the

Government’s benefit. A Contractor may still receive this rating if there were few minor performance problems for which corrective actions taken by the Contractor were effective. Note: To justify this rating, identify significant events and state the benefit to the Government. However, a singular benefit could be of such magnitude that it alone constitutes an ‘Exceeds Standards’ rating. Also, there should be NO significant weaknesses identified in the category evaluated.

Meets

Performance meets contractual requirements. There may be some minor performance problems for which corrective actions taken by the Contractor appear or were satisfactory.

Note: To justify this rating, there should have been only minor problems, or major problems from which the Contractor recovered without impact to the contract. Also there should be NO significant weaknesses identified.

Below

Performance does NOT meet some contractual requirements. Contractor performance reflects a serious problem(s) for which the Contractor has not yet identified corrective actions or corrective actions have not been successful. Any proposed actions appear only marginally effective, were not fully implemented, or were ineffective. Note: To justify this standard, identify an event(s) that the Contractor had trouble overcoming and state how it impacted the Government. This rating should be supported by referencing any non-conformance notification sent to the Contractor.

N/A Used under Cost Control for FFP contracts

9. DOCUMENTING PERFORMANCE.

CORs must document Contractor performance on each contract, as well as the scope and purpose of any inspections. Documentation will be maintained in the COR’s monthly log. CORs will also assess and rate Contractor performance as it relates to contract requirements. Performance

Assessment may take the form of notes in the monthly log, assessment results from the

Surveillance Checklist, non-conformance notifications, quarterly Performance Assessment

Reports (PAR) and annual Contract Performance Assessment Reports (CPAR). Each builds on the other and provides a thorough documented history of Contractor performance.

The COR shall maintain a monthly log documenting Contractor performance for each month during the performance of the contract. These months should follow the period of performance of the contract. The monthly log should document both good and less than desirable performance issues, concerns, highlights or non-conformances and can be used to document any correspondence with the Contractor. This log serves as the basis for any formal documentation of non-conformances or deficiencies and provides the backbone for formal reports on Contractor performance, such as the quarterly PAR or annual CPARs. The log also provides continuity should COR duties shift in the course of contract performance.

The COR may perform inspection/surveillance at any time during contract performance IAW

FAR 52.246-2 through 5, as applicable. The COR will retain all audit and inspection documentation until contract closeout, unless otherwise approved by the CO.

Audit or Inspection results that fall below contractual standards shall be identified as non-conformances or deficiencies. The COR will notify the contactor IAW QASP paragraph 3.3.3.2 and document all non-conformances in the monthly log, referencing the specific PWS/TO requirement that the Contractor did not meet, document the name of the individual contacted, and date and time of notification. If the Contractor fails to take corrective actions in a reasonable time-frame, the COR will notify the CM/CO for further actions.

a. ACCEPTABLE PERFORMANCE.

The Government shall document positive performance. A report template is attached. Any report may become a part of the supporting documentation for fixed fee payments, award fee payments, or other actions.

b. UNACCEPTABLE PERFORMANCE.

When unacceptable performance occurs, the COR shall inform the contractor. This will normally be in writing unless circumstances necessitate verbal communication. In any case the

COR shall document the discussion and place it in the COR file.

When the COR determines formal written communication is required, the COR shall prepare a

Contract Discrepancy Report (CDR), and present it to the contractor's task manager or on-site representative. A CDR template is attached to this QASP.

The contractor shall acknowledge receipt of the CDR in writing. The CDR will specify if the contractor is required to prepare a corrective action plan to document how the contractor shall correct the unacceptable performance and avoid a recurrence. The CDR will also state how long after receipt the contractor has to present this corrective action plan to the COR. The

Government shall review the contractor's corrective action plan to determine acceptability.

Any CDRs may become a part of the supporting documentation for contract payment deductions, fixed fee deductions, award fee nonpayment, or other actions deemed necessary by the KO.

10. FREQUENCY OF MEASUREMENT.

a. Frequency of Measurement.

During contract/order performance, the COR shall take periodic measurements, monthly, as specified in the AQL column of the Performance Standards Summary Matrix, and shall analyze whether the negotiated frequency of measurement is appropriate for the work being performed.

The COR will complete the quarterly PAR within CMS, documenting Contractor performance for the preceding quarterly performance period (Jan – Mar, Apr. – Jun, Jul – Sep, and Oct. –

Dec); CMS will generate quarterly emails to the primary COR(s) designated on the contract.

Quarterly PARs will be completed by the COR NLT the 15th Calendar day of each quarter (15

Apr, 15 Jul, 15 Oct, and 15 Jan).

b. Frequency of Performance Assessment Meetings.

The COR shall meet with the contractor semi-annually to assess performance and shall provide a written assessment.

Prepared by: Craig Cherek

Signature – Contracting Officer’s Representative

PERFORMANCE REPORT

1. CONTRACT NUMBER: <insert number>

2. Prepared by: (Name of COR) <insert name>

3. Date and time of observation:

4. Observation:

<Examples of items to include in a report are:

- Method of surveillance.

- How frequently you conducted surveillance.

- Surveillance results.

- Number of observations.>

Prepared by: <Enter COR’s name>

Signature – Contracting Officer’s Representative Date

CONTRACT DISCREPANCY REPORT (CDR)

1. Contract Number: <insert number>

2. TO: (Contractor Task Manager or on-site representative) <insert name>

3. FROM: (Name of COR) <insert name>

4. Date and time observed discrepancy:

5. DISCREPANCY OR PROBLEM:

<Describe in detail. Identify any attachments.>

5. Corrective action plan:

A written corrective action plan < is / is not > required.

< If a written corrective action plan is required include the following. > The written Corrective

Action Plan will be provided to the undersigned not later than < # days after receipt of this

CDR. >

Prepared by: <Enter COR’s name>

Signature – Contracting Officer’s Representative Date

Received by:

Signature - Contractor Task Manager or on-site representative Date

< The COR may initiate a CDR at any time, including whenever the number of monthly recorded defects for a performance standard exceeds the allowable number of defects;

anytime unacceptable performance is determined critical in nature and requires formal corrective action; and whenever an unfavorable trend is detected in contractor performance.>