Attachment_3_QASP_Admin_Support.pdf

Quality Assurance Surveillance Plan

DTRA Agency-Wide Administrative Services Support

HDTRA1-14-R-0018

September 23, 2014

1. Purpose of Contract: The contractor, to be determined, has a requirement to provide

Administrative Support. This support includes the administrative services described in the basic contract Performance Work Statement (PWS). The requirement is to provide these services in compliance with applicable regulatory guidance. The effective date of the contract is from

February 23, 2015 to February 22, 2020. Individual task orders may have a base year with up to four one-year options.

2. Review Responsibilities: The DTRA requiring Offices will designate a Contracting Officer's

Representative (COR) for each Task Order on this contract. The COR, is responsible for interfacing with the contractor in the performance of duties such as those set forth below.

3. Methods and Frequency:

3.1 Surveillance will be accomplished in several methods, random basis, weekly, monthly, quarterly and bi-annual reviews. The method used for evaluation will be based upon document reviews, reports, observation, and received customer feedback.

3.2. Timely feedback to the contractor on unacceptable performance will be provided in writing by the COR.

3.3. A summary of any performances that did not meet the terms and conditions of the contract shall be prepared by the COR and forwarded to the Contracting Officer (KO).

3.4. The surveillance report and a summary of the surveillance logs will be prepared by the COR and submitted to the KO annually. The COR may submit out-of-cycle reports to the KO to support claims of unacceptable performance or when there is a significant change in performance that alters the assessment in one or more evaluation areas.

4. Performance Areas:

If a Quality Assessment Surveillance Plan (QASP) and Surveillance Delivery Summary /

Performance Surveillance Checklist is provided in a Task Order, those specific tasks will be surveilled and evaluated as described, however, all performance areas and all services described in the basic contract PWS and provided on Task Orders are subject to inspection and evaluation at any time.

5. Evaluation Criteria:

Exceptional: Indicates performance clearly exceeds contractual requirements. The area of evaluation contains minor problems for which corrective actions appear would be highly effective.

Satisfactory: Indicates performance clearly meets the contractual requirements. The area of evaluation contains some minor problems for which the corrective actions appear satisfactory.

Marginal: Indicates performance meets contractual requirements. The area of evaluation contains a serious problem for which corrective actions have not yet been identified, appear only marginally effective, or have not been fully implemented.

Unsatisfactory: Indicates the contractor is in danger of not being able to satisfy contractual requirements and recovery is not likely in a timely manner. The area of evaluation contains serious problems for which the corrective actions appear ineffective.

6. Surveillance Documents: Documentation used and referenced to perform surveillances may consist of Reports or PWS, the Quality Control Plan, Customer feedback, and the Surveillance

Delivery Summary/Performance Surveillance Checklist. Documentation shall include the date, time, and location of the surveillance, applicable remarks to the surveillance, and signature of the

COR. Unsatisfactory ratings must be signed by the contractor.

7. Rating: All contractor tasks will be rated as Exceptional, Satisfactory, Marginal, or

Unsatisfactory. At the end of each year of a Task Order, the COR will provide the Surveillance

Delivery Summary/Performance Surveillance Checklists and any supporting documentation to the

KO. The KO will provide an overall rating.

8. Recording Observations: A Performance Assessment Report (PAR) and the Surveillance

Delivery Summary/Performance Surveillance Checklist, if applicable to a task order, will be used to document observations and problems, and rate the individual contractor tasks. The PAR Form will be used to record each observed performance issue noted, for any tasks identified in each

PWS. The Surveillance Checklists and PARs become formal record for reference. The contractor is told each time a performance issue is found during the observations.

9. Records: During the course of the contract, the COR retains a copy of all Surveillance

Delivery Summary/ Performance Surveillance Checklists, and PARs with performance issues noted. The Surveillance Delivery Summary/Performance Surveillance Checklist and PARs become formal record for reference. At the end of the surveillance period, the COR will forward all inspection records to the KO for inclusion in the contract file.

10. Potential Unacceptable Performance: The COR must identify the specific service that is unacceptable and the possible causes, and ask a number of questions that will likely identify the source of the problem. The COR shall attempt to resolve the problem with the contractor.

10.1. When any specific service becomes unsatisfactory, the COR shall forward the original

PAR, with the attempted solution (along with an evaluation of the results) documenting the observation, and the Surveillance Delivery Summary/Performance Surveillance Checklist, if used, to the KO. The surveillance reports will be used to provide an overall rating for the contract and each Task Order.

10.2. The contractor shall complete a response to the unacceptable evaluation if requested by the

KO or by its own choice.

11 Taking Action:

11.1. The COR shall evaluate the contractor's performance and document any non-compliance, but only the KO may take action against the contractor for an unacceptable rating.

11.2. When the contractor's performance is unacceptable and a formal action is indicated, the

COR and KO will determine what action is appropriate for the specific circumstances. The KO will determine the final action.