HE125420Q0026 - QASP.docx

Quality Assurance Surveillance Plan

Community Profiles for the Non-DoD Schools Program

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 Currently, DoDEA-NDSP uses a spreadsheet that is posted on its website to share information about educational options in NDSP locations. DoDEA has never awarded a contract for this requirement.

3. Objectives DoDEA-NDSP requires an interactive website including a world map allowing stakeholders to select a country and a city/duty station, within the country, and then be provided with information regarding K-12 educational options. The listing of educational options will be provided to the contractor, with some additional research needed for each school. DoDEA-NDSP also requires additional services to include one-page briefing papers that are location specific, program fact sheets, and website development and hosting. DoDEA-NDSP requests access to one-page briefing papers and fact sheets in an e-format, both screen viewable and printable on demand. DoDEA-NDSP requests booklets be sent by mail. Each option year the posted information will need to be updated. DoDEA-NDSP expects to make one award for a base year and four option years. The Contractor shall provide xyz, as detailed in the 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. 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.

Contracting Officer: TBD 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.

COR: 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 Organization: xxx-xxx-xxxx – Email address

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 Standards and Acceptable Quality Levels (AQL) Objective 1, International School Information

* 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”.

Task 1, Website, PWS 2.1.1 Zero deviation from the PWS.

Draft version 90 calendar days after post-award conference. Live version 14 calendar days after receipt of written feedback from the COR. Ongoing thereafter.

Draft: 80% correct Live: 100% correct, except for minor grammar/formatting errors Available 24/7/365 except for agreed-upon downtimes

Task 2, Interactive Map, PWS 2.1.2 Zero deviation from the PWS.

Ongoing, beginning 150 calendar days after post-award conference. Updated annually.

Task 3, Digital Fact Sheets, PWS 2.1.3 Zero deviation from the PWS.

180 calendar days after post-award conference. Updated annually

Task 4, Digital Contact Cards, PWS 2.1.4 Zero deviation from the PWS.

180 calendar days after post-award conference. Updated annually

Task 5, Booklets, PWS 2.1.5 Zero deviation from the PWS.

Draft 180 calendar days after post-award conference. Final 30 calendar days after receipt of written feedback from the COR. Updated annually Draft: 80% correct Final: 100% correct, except for minor grammar/formatting errors.

Copies delivered to DoDEA 30 calendar days after completion.

Objective 2, General Requirements

Task 6, Meetings, PWS 2.2.1 Zero deviation from the PWS.

All meeting dates and times determined post-award

Task 7, Delivery, PWS 2.2.2 Zero deviation from the PWS.

Duration of the award Digital: Provide digital resources within three business days after notification from the COR.

Print: Ship print materials within 30 calendar for US sites and within 45 calendar days for overseas sites after written notification from the COR.

Task 8, Technical Support, PWS 2.2.4 Zero deviation from the PWS.

Duration of the award

7. Incentives Positive past performance evaluations

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, if applicable

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

Prepared by Contracting Officer Representative

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.