Attachment_C_-_QASP.docx

Quality Assurance Surveillance Plan

Residential Placement—KHS Student

1. Purpose This Quality Assurance Surveillance Plan (QASP) provides a systematic method to evaluate performance for the stated contract by explaining (1) what is monitored, (2) how monitoring occurs, (3) who monitors, and (4) how monitoring efforts and results are documented.

2. Background Previously the student was enrolled at Crotched Mountain Foundation in Greenfield, NH to provide residential/special education services. The student, age 19, was enrolled from August 2016 until December 2017 when he withdrew himself from school with his parents support. The student felt his educational needs were not being met and he desired to return home to his family. Since he withdrew himself from school, DoDEA Europe-East has provided student with one only course in order to obtain credit towards high school graduation. During enrollment at Crotched Mountain, the student only earned 1.50 credit towards graduation. The Case Study Committee (CSC) determined that Brehm Preparatory School will be able to support the students learning needs.

3. Objectives DODEA requires Residential/Special Education Services for a student enrolled at Kaiserslautern High School (KHS) for Compensatory Education summer 2018, school year (SY) 2018-19, and SY 2019-20. The academic instruction shall be augmented by emotional counseling services in a group setting.

The Contractor shall furnish the necessary personnel, materials, facilities, and other services as may be required to assist DoDEA to continue its membership in the PARCC consortium, provide the required item/test bank items, and perform all the various functions identified in the Scope of Performance Work Statement (PWS).

This QASP does not detail how the Contractor accomplishes the work, but is based on the premise that the Contractor is responsible for management and quality control actions to meet the terms of the contract. The Government is responsibility to be objective, fair, and consistent in evaluating performance. The QASP takes into account that unforeseen and uncontrollable situations may occur.

This QASP is a living document, which the Government may review and revise on a regular basis to ensure it remains valid, useful, and enforceable. The Government will coordinate any changes with the Contractor. Copies of the original QASP and revisions will be provided to the Contractor and Government officials implementing surveillance activities.

4. Government Roles and Responsibilities The following Government personnel are responsible to oversee and coordinate surveillance:

a. Contracting Officer (KO) - The KO will ensure performance of all necessary actions for effective contracting, ensure compliance with the contract terms, and will safeguard the interests of the United States in the contractual relationship. The KO will ensure that the Contractor receives impartial, fair, and equitable treatment under this contract. The KO is responsible for the final determination of the adequacy of the Contractor’s performance.

Assigned KO: Alim Koroma Organization: DoDEA T: 571-372-1473 - E: alim.koroma@hq.dodea.edu

b. Contracting Officer’s Representative (COR) - The COR, who is responsible for technical administration of the contract, ensures proper Government surveillance of Contractor performance. The COR will keep a quality assurance file. At the expiration of a contract or when requested by the KO, the COR will provide all corresponding documentation to the KO. 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 it deems may affect contract price, terms, or conditions to the KO for action.

Assigned COR: Darla Williamitis, Special Education Instructional System Specialist Organization: DoDEA-Europe, East District T: 49+/-0611-143-545-1747 - E: Darla.williamitis@eu.dodea.edu

5. Contractor Representatives The following employee(s) of the Contractor serve as the Contractor’s Program Manager and Task Manager for this contract:

Program Manager: TBD

T: 618-457-0371 - E: TBD

6. Performance Standards Performance standards define desired services. The Government performs surveillance to determine if the Contractor exceeds, meets or does not meet contract standards. The Performance Requirements Summary Matrix below includes the performance standards. The Government will determine Contractor performance by comparing them to the Acceptable Quality Level (AQL).

Performance Objective: Provide an academic program that meets the student’s individual education program (IEP) requirements as part of a licensed residential program State Department of Education and/or Child Welfare Department as required by the state in which the school is located.

Performance Objective: Provide related programs to include virtual family involvement, student support groups, and recreation/physical exercise opportunities. Provide safety and security for the student at the facility. Provide transportation to and from the airport, as required in writing by the COR.

Performance Objective: Provide reports on student progress.

7. Incentives N/A

8. Methods of QA Surveillance Various methods exist to monitor performance. The COR will use the surveillance methods listed below. Regardless of the surveillance method, the COR will always contact the Contractor's task manager or on-site representative when a defect is identified and inform him/her of the specifics. The COR is responsible to monitor Contractor performance in meeting a specific performance standard/AQL usually by one of the following methods:

· Direct Observation. Performed periodically or through 100% surveillance as needed.

· Periodic Inspection. Done as required.

· Validated User/Customer Complaints. Based on complaints from stakeholders.

· 100% Inspection.

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

9. Ratings Metrics and methods are designed to determine if performance exceeds, meets, or does not meet a given standard and acceptable quality level. The following rating scale will be used to determine a positive, neutral, or negative outcome:

· Exceptional: Performance significantly exceeds requirements to the Government’s benefit.

· Satisfactory: Performance meets contractual requirements.

· Unsatisfactory: Performance does not meet contractual requirements.

10. Documenting Performance

1. Acceptable Performance The Government will document acceptable performance. Any report may become a part of the supporting documentation history. A report template is attached.

2. Unacceptable Performance When unacceptable performance occurs, the COR will inform the Contractor. Notification will normally be in writing unless circumstances necessitate verbal communication. In any case, the COR will document the discussion and place it in the COR file. When the COR determines formal written communication is required, s/he will prepare a Contract Discrepancy Report (CDR) and present it to the Contractor's task manager or on-site representative. A CDR template is attached.

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, that is, a plan to document how the Contractor shall correct the unacceptable performance and avoid a recurrence. The CDR will also state how long the Contractor has to present this corrective action plan to the COR. The Government will review the Contractor's corrective action plan to determine acceptability. A CDR may become a part of the supporting documentation for contract payment deductions or other actions deemed necessary by the KO.

11. Measurement

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

b. Frequency of Performance Assessment Meetings The COR will meet with the Contractor at a minimum of once per year to assess performance and provide a written assessment.

Prepared by: Darla Williamitis

Performance Report < This template will be used to formally document surveillance. >

1. Contract number:

2. Prepared by:

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:

Contract Discrepancy Report (CDR) < This template will be used to formally document discrepancies. >

1. Contract Number:

2. To: (Contractor Task Manager or on-site representative)

3. From: TBD

4. Date and time observed discrepancy:

5. Discrepancy or problem:

<Describe in detail. Identify any attachments.>

6. 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:

Received by:

Contractor Task Manager or On-Site Representative Date

The COR may initiate a CDR at any time, including when (1) the number of monthly recorded defects for a performance standard exceeds the allowable number of defects, (2) unacceptable performance is determined critical in nature and requires formal corrective action, and (3) an unfavorable trend in Contractor performance is detected.

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