Attachment_6_Draft_QASP.docx

HE125419Q0038 - Attachment 6 - Draft Quality Assurance Surveillance Plan

Preschool Comprehensive Curriculum and Portfolio & Assessment System

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 Based on research-based best practices, DoDEA emphasizes a whole child educational approach for preschool children which gives children many opportunities to engage in hands-on learning so they can connect new understandings to related experiences while developing skills in language/literacy, science/technology, mathematics, social studies and the arts. The learning environment is designed to nurture each child’s social and emotional growth. Student growth/progress is measured via observations, anecdotal notes and student work records, which are placed on an online portfolio and assessment system.

DoDEA has three preschool programs: 4-year-old universal part-day prekindergarten (PK), 4-year-old full day Sure Start, and preschool services for 3- and 4-year children with disabilities (PSCD). PSCD classrooms vary in size based on the accommodations defined in each student’s IEP (individual education program). In contrast, Sure Start classes have one teacher and one aide for every 18 students; PK teachers may have as many as 36 students (two classes with 18 students each per part-day session) with one aide.

3. Objectives DoDEA requires comprehensive preschool instructional and assessment resources and digital portfolio and assessment system that support intentional teaching and purposeful learning based on developmentally appropriate and best practices and standards that are on a continuum and vertically aligned to the CCRS for grades K-12. In addition, DoDEA requires a fully aligned digital web-based portfolio and assessment system, as well as an implementation plan and professional learning to support the standards, curriculum and assessment resources and the portfolio and assessment system all of which should be fully aligned.

DoDEA expects to award one contract for a base year plus four 12-month option years. The requirement is based on the number of DoDEA preschool classrooms, which is estimated to be 305 in the base year.

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 responsible to be objective, fair, and consistent in evaluating performance. The QASP takes into account that unforeseen and uncontrollable situations may occur. It 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. DoDEA will provide copies of the original QASP and revisions to the Contractor and Government officials implementing the surveillance activities.

4. Government Personnel Responsible to Oversee and Coordinate Surveillance Contracting Officer (KO) - Ensures performance of all necessary actions for effective contracting, compliance with the contract terms, and safeguarding the interests of the Government in the contractual relationship. Ensures the Contractor receives impartial, fair, and equitable treatment under this contract. Is responsible for the final determination of Contractor performance.

Assigned KO: Alim Koroma DoDEA HQ - 571-372-1473 - alim.koroma@dodea.edu Contracting Officer’s Representative (COR) - Is responsible for technical administration of the contract, ensures proper Government surveillance of Contractor performance. Keeps a quality assurance file. Provides all corresponding documentation to the KO when the contract expires. Is not empowered to make any contractual commitments or authorize any contractual changes on the Government’s behalf. The Contractor shall refer any changes that may affect contract price, terms, or conditions to the KO for action.

Assigned COR: TBD DoDEA-HQ – TBD

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

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).

* Unless specified otherwise, possible ratings are as follows: exceptional, very good, satisfactory, marginal, or unsatisfactory, per FAR 42.1503, Table 42-1, “Evaluation Ratings Definitions”.

Instructional and Assessment Resources

Standards and Alignment, Technical Exhibit (1) 1.1 Zero deviation from Technical Exhibit (1).

Provide alignment document

Instructional Resources, Technical Exhibit (1) 1.2 Zero deviation from Technical Exhibit (1).

Print and digital (if available) resources delivered to schools in a timely manner after receipt of a delivery order.

95% of print resources, (including manipulatives, if required) delivered to schools in a timely manner.

100% of digital resources available at all times, except scheduled downtimes.

Assessment/Teacher Resources, Technical Exhibit (1) 1.3 Zero deviation from Technical Exhibit (1).

Print and digital resources delivered to schools in a timely manner after receipt of a delivery order.

95% of print resources, (including manipulatives, if required) delivered to schools in a timely manner.

100% of digital resources available at all times, except scheduled downtimes.

Assessment and Portfolio System

Characteristics, Technical Exhibit (1) 2.1 Zero deviation from Technical Exhibit (1).

Ongoing/accessible after receipt of initial delivery order

Recordkeeping and Parent Reports, Technical Exhibit (1) 2.2 Zero deviation from Technical Exhibit (1).

Ongoing/accessible after receipt of initial delivery order

Objective 1: Implementation and Professional Learning

Task 1, Implementation Plan, PWS 2.1.1 Zero deviation from the PWS.

Draft due ten business days after post-award conference and each option year. Final due five business days after receipt of written feedback from the COR.

Draft will be 80% accurate.

Final will be 100% accurate except for minor errors in grammar/formatting.

Task 2, Base Year Face-to-Face or Virtual Teacher Professional Learning, PWS 2.1.2 Zero deviation from the PWS.

Performed/completed per the implementation plan

Task 3, Above-School-Level Face-to-Face or Virtual Professional Learning, PWS 2.1.3 Zero deviation from the PWS.

Performed/completed per the implementation plan, if required.

Task 4, Base Year Digital Module, PWS 2.1.4 Zero deviation from the PWS.

Performed/completed per the implementation plan, if required.

Draft will be 80% accurate.

Final will be 100% accurate except for minor errors in grammar/formatting

Task 5, Option Year Professional Learning, PWS 2.1.5 Zero deviation from the PWS.

Performed/completed per the implementation plan.

Drafts will be 80% accurate.

Finals will be 100% accurate except for minor errors in grammar/formatting

Task 6, Option Year Virtual Coaching, PWS 2.1.6

Zero deviation from the PWS Performed/completed per the implementation plan.

Objective 2: Contractor Manpower Requirement Application (eCMRA)

Task 7, eCMRA, PWS 2.2.

Zero deviation from the PWS.

During required timeframe, per the eCMRA website.

Possible ratings: pass/fail

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 contract’s Inspection of Services clause 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. Unless otherwise specified, the following rating scale will be used:

· 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

· Acceptable Performance: DoDEA will document acceptable performance. Any report may become a part of the supporting documentation history. A report template is attached.

· 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, i.e., the Contractor’s plan to 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

· 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.

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

12. COR’s Quality Surveillance File The COR’s quality surveillance file shall contain the following documentation:

1) COR appointment letter, any changes to that letter, and any termination letters

2) COR training certificates

3) Contract and all contract modifications

4) Applicable quality assurance surveillance plan (QASP)

5) Names, titles, and contact information of all key personnel assigned to this contract, both Government and Contractor

6) Surveillance schedules / checklists

7) All correspondence (1) by authorized Contractor and Government personnel regarding performance of the contract and (2) customer feedback

8) Memoranda for record of minutes of any meeting, telephone conversations and discussions with the contractor or others pertaining to the contract or contract performance

9) Documentation pertaining to acceptance of services, reports or data

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.