Attachment 2-QASP 1 May 12.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

Private Security Guards

1 May 2012

1. PURPOSE

This Quality Assurance Surveillance Plan (QASP) is a Government developed and applied document used to make sure that systematic quality assurance methods are used in the administration of the Performance Based Service Contract (PBSC) standards included in this contract. The intent is to ensure that the Contractor performs in accordance with performance metrics set forth in the contract documents, that the Government receives the quality of services called for in the contract and that the Government only pays for the acceptable level of services received. The amount of surveillance required should be the minimum amount necessary to ensure conformance with contract requirements. This QASP is a living document and should be updating accordingly throughout the life of the contract.

This plan uses random sampling and 100% inspection to evaluate the services the Contractor is required to furnish. This surveillance assures the Government that the Contractor’s performance is acceptable.

The methods of surveillance recognize that unforeseen and uncontrollable problems and issues do occur. COR’s are expected to be objective, fair, and consistent in evaluating Contractor performance against the standards.

Effective management and use of a contractor generated quality control plan will allow the Contractor to operate within the specified surveillance requirements.

2. AUTHORITY

Authority for issuance of this QASP is provided under Contract Section E – Inspection and Acceptance, which provides for inspections and acceptance of the articles, services, and documentation called for in this contract to be accomplished by the Contracting Officer or his duly authorized representative.

3. SCOPE

To fully understand the roles and the responsibilities of the parties, it is important to first define the distinction in terminology between the Quality Control Plan and the Quality Assurance Surveillance Plan. The Contractor, and not the Government, is responsible for management and quality control actions necessary to meet the quality standards set forth by the contract. The Contractor develops and submits his Quality Control Plan (QCP) for Government approval in compliance with his contract deliverables. Once accepted, the Contractor then uses the QCP to guide and to rigorously document the implementation of the required management and quality control actions to achieve the specified results. The QASP on the other hand, is put in place to provide Government surveillance oversight of the Contractor’s quality control efforts to assure that they are timely, effective and are delivering the results specified in the contract. The QASP is not a part of the contract nor is it intended to duplicate the Contractor’s QCP. The Government may provide the Contractor an information copy of the QASP as an Attachment to the solicitation to support the Contractor’s efforts in developing a QCP that will interrelate with the Government’s QAS.

4. GOVERNMENT RESOURCES

The following definitions for Government resources are applicable to this plan:

Contracting Officer - A person duly appointed with the authority to enter into, administer, or terminate contracts and make related determinations and findings on behalf of the Government.

Contracting Officer Representative (COR) - An individual designated in writing by the Contracting Officer to act as his authorized representative to assist in administering a contract. The source and authority for a COR is the Contracting Officer. COR limitations are contained in the written letter of designation.

5. RESPONSIBILITIES

The Government resources shall have responsibilities for the implementation of this QASP as follows:

Contracting Officer – The Contracting Officer ensures performance of all necessary actions for effective contracting, ensures compliance with the terms of the contract and safeguards the interests of the United States in the contractual relationship. It is the Contracting Officer that assures the Contractor receives impartial, fair, and equitable treatment under the contract. The Contracting Officer is ultimately responsible for the final determination of the adequacy of the Contractor’s performance.

Contracting Officer Representative (COR) - The COR is responsible for technical administration of the project and assures proper Government surveillance of the Contractor’s performance. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf. Any changes that the Contractor deems may affect contract, price, terms, or conditions shall be referred to the Contracting Officer for action.

6. METHODS OF QA SURVEILLANCE

The below listed methods of surveillance shall be used in the administration of this QASP.

100% Inspection 100% Inspection is an evaluation method that requires complete inspection of a quantity of work by the COR. 100% Inspections will involve work performed for the specific surveillance period; month, quarter, or year or on an "as required" basis. 100% inspections used when the service is considered critical and/or the quantity of work is relatively small.

Random Sampling - Random inspections may occur at any time and location.

Quarterly Inspections – An inspection will be conducted no less than once per quarter to determine if the level of services being rendered meets the performance thresholds and indicators listed in paragraph 7.

Monthly Inspections - An inspection will be conducted no less than once per month to determine if the level of services being rendered meets the performance thresholds and indicators listed in paragraph 7.

7. IDENTIFIED COR SURVEILLANCE TASKS

The following PBSC items are identified within the contract Statement of Work and are to be monitored under this QASP.

Performance Requirements Matrix – Performance Standards

PWS Task Metric Performance

Standard* Performance Indicator

Surveillance Method

Security Guard Reporting for Duty (ref SOW Para 13.4)

Quality Guard will be present for their shifts. If a guard does not make it one time for their shift, a replacement must be on duty within 1 hr of the shift start time.

Guards on duty 95% of time.

COR performs 100% inspection of guard personnel.

Security Guard Payment (ref SOW Para 6.2.4)

Quality All contractor employees will be paid on time and in the correct amount.

Guards paid on time and correctly each month 95% of the time.

COR performs 100% inspection during payroll.

Weapons maintenance (ref SOW Para 5.7.2)

Quality All contractor weapons shall be in proper working condition at all times.

Inspected weapons shall be in proper working condition 95% of the time.

COR performs random sampling.

Document Weapons Training (ref SOW Para 5.7.3 and 5.8)

Quality Guards must undergo quarterly weapons qualification and training records shall be kept and updated appropriately.

100% of contractor personnel shall be trained and the training shall be documented properly, with 95% documentation accuracy.

COR performs quarterly inspection of training documentation.

Proof of Authorization (ref SOW Para 5.7.4)

Quality Guards must maintain proof of authorization to be armed with firearms on their persons at all times.

100% of all Guards shall have their letter of authorization with their weapons serial number at all times.

COR performs random sampling.

Maintain Training Records (ref SOW Para 5.8)

Quality Contractor shall maintain records of all certifications, training, screenings, and acknowledgements of Security Guards.

100% of Contractor personnel shall have properly annotated and current Rules Under Fire and Law of Armed Conflict training at all times and other documentation shall be current 95% of the time.

COR performs monthly inspections.

In all cases, surveillance shall not be so intrusive as to impact the Contractor’s successful accomplishment of the mission.

8. DOCUMENTATION

The COR will, in addition to providing monthly reports to the Contracting Officer, maintain a complete Quality Assurance file. The file will contain copies of all reports, evaluations, recommendations, and any actions related to the Government’s performance of the quality assurance function, including the originals of all Surveillance Activity Checklists. All such records will be retained for the life of this contract. The COR shall forward these records to the Contracting Officer at termination or completion of the contract.

9. UNACCEPTABLE PERFORMANCE

When performance is deemed unacceptable, the COR will so inform the Contractor’s on-site representative, or one of the Contractor managers. Disputes should be referred to the Contracting Officer for resolution.

If any services do not conform to contract requirements, the Government may require the Contractor to re-perform the services to conform with contract requirements at no increased cost to the government. When sub-par performance cannot be corrected by re-performance, the Government may:

• Require the contractor to take action necessary to ensure future performance conforms with contract requirements.

• By separate contract or otherwise, perform the services and charge to the Contractor any cost incurred by the Government that is directly related to the performance of such service or:

o Issue Cure Notice o Issue Show Cause o Terminate the contract for government convenience o Terminate the contract for cause.

Inspection Checklist- Criteria 1

CONTRACT: CJSOTF-A Afghan Security Guards

CONTRACT NUMBER:

CONTRACT REQUIREMENT: Security Guard Reporting for Duty

SITE:

DAY-MONTH-YEAR REPORTED:

1. Sampling Procedure Used: 100% Inspection (Per Shift/Per Day)

2. Level of Inspection: N/A

3. Lot Size For Sampling: 100% of Contractor Security Guards scheduled for duty for inspected shift

4. Acceptable Threshold: 95% of schedule Contractor Security Guards present and fit for duty

5. Sample Size: 100% of Contractor Security Guards scheduled for duty for inspected shift

6. Reject Level:

7. Date/Time of Observation:

8. Inspection: Were 100% of scheduled Contractor Security Guards fit for duty and report on time?

9. Do the Sampling Results fall below the Reject Level?

10. Signatures: a) COR:

b) Contractor Rep/Guard Force Supervisor:

Inspection Checklist- Criteria 2

CONTRACT NUMBER:

CONTRACT REQUIREMENT: Security Guard Wage Payment

1. Sampling Procedure Used: 100% Monthly Inspection

3. Lot Size For Sampling: 100% of Contractor Security Guards on Contract

4. Acceptable Threshold: 95% of all Contractor Security Guards paid on designated day and in correct amount

5. Sample Size: 100% of Contractor Security Guards on Contract

6. Reject Level:

7. Date of Observation:

8. Inspection: Were 100% of Contractor Security Guards paid on the designed day?

9. Do the Sampling Results fall below the Reject Level?

Inspection Checklist- Criteria 3

CONTRACT REQUIREMENT: Demonstrate Proper weapons maintenance

1. Sampling Procedure Used: Random Sampling

3. Lot Size For Sampling: 100% of Contractor Security Guards on duty

4. Acceptable Threshold: 95% of all weapons inspected will be in proper working order

5. Sample Size:

6. Reject Level:

7. Date of Observation:

8. Inspection: Were 95% of all weapons inspected will be in proper working order?

9. Do the Sampling Results fall below the Reject Level?

Inspection Checklist- Criteria 4

CONTRACT NUMBER:

CONTRACT REQUIREMENT: Document weapons training

1. Sampling Procedure Used: Quarterly inspections

3. Lot Size For Sampling: 100% of security guard training records

4. Acceptable Threshold: 95% accuracy of data recorded; 100% coverage for all guards

5. Sample Size:

6. Reject Level:

7. Date of Observation:

8. Inspection:

9. Do the Sampling Results fall below the Reject Level?

Inspection Checklist- Criteria 5

CONTRACT REQUIREMENT: Proof of authorization

1. Sampling Procedure Used: Random Sampling

3. Lot Size For Sampling: 100% of guards on duty

4. Acceptable Threshold: 100% of all guards have IDs with weapons serial number

5. Sample Size:

6. Reject Level:

7. Date of Observation:

8. Inspection: Were 100% of all guards have IDs with weapons serial number?

9. Do the Sampling Results fall below the Reject Level?

Inspection Checklist- Criteria 6

CONTRACT REQUIREMENT: Maintain Training Records

1. Sampling Procedure Used: Monthly inspections

3. Lot Size For Sampling: 100% of current records

4. Acceptable Threshold: 95% of all records current. 100% RUF and LOAC compliant

5. Sample Size:

6. Reject Level:

7. Date of Observation:

8. Inspection: Were 100% of Contractor Security Guards RUF and LOAC compliant?

9. Inspection: Were 95% of the training records kept current?

9. Do the Sampling Results fall below the Reject Level?