Attchmnt 5 RFP 20R0003draft QASP 1-27-20.docx

QUALITY ASSURANCE SURVEILLANCE PLAN

Educational Program at Hanscom AFB

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 Through Lincoln Public Schools, the Township of Lincoln provides comprehensive education and early intervention services, for students living at Hanscom AFB. The PK-8 students are served at the base’s elementary and middle schools, which are owned by the Government. Grades 9-12 students are served at the school system’s high school. The school district has been serving students from Hanscom AFB for over 50 years.

3. Objectives DoDEA requires comprehensive education program services (K-12) and special education services to be provided in accordance with federal and state laws and regulations including DoD Instruction 1342.12 “Provision of Early Intervention and Special Education Services to Eligible DoD Dependents.” April 11, 2005. Services shall include special education programs for eligible Hanscom AFB dependents between 3 and 21 years of age in all appropriate settings. There are approximately 600 eligible dependent children of Department of Defense (DoD) personnel residing on Hanscom AFB, Massachusetts. The requirement includes providing food service, grounds maintenance, building maintenance, and student transportation services.

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.

Assigned KO: 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.

Assigned 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: 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”.

Objective 1, Comprehensive Education Program

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

Ongoing from date of award Meets requirements per state and federal laws, regulations, and guidelines.

Presents plan for unanticipated changes in enrollment by Jan 15; updated annually.

Task 2, Education Program and Services, PWS 2.1.2 Zero deviation from the PWS.

Ongoing from date of award

Task 3, Special Education and Related Services, PWS 2.1.3 Zero deviation from the PWS.

Ongoing from date of award

Objective 2, Support

Task 4, Medical Services, PWS 2.2.1 Zero deviation from the PWS.

Ongoing from opening of schools in the base year

Task 5, Food Services, PWS 2.2.2 Zero deviation from the PWS.

Ongoing from opening of schools in the base year

Task 6, Facilities and Equipment, PWS 2.2.3 Zero deviation from the PWS.

Ongoing from opening of schools in the base year

Task 7, Custodial and Grounds Maintenance Services, PWS 2.2.4 Zero deviation from the PWS.

Ongoing from opening of schools in the base year

Task 8, Building Maintenance, PWS 2.2.5 Zero deviation from the PWS.

Ongoing from opening of schools in the base year Meets requirements and state and federal laws, regulations, and guidelines If emergencies occur, DoDEA will be notified within 72 hours.

Task 9, Transportation, PWS 2.2.6 Zero deviation from the PWS.

Ongoing from opening of schools in the base year

Objective 3, Safety and Security

Task 10, Safety and Security, PWS 2.3.1 Zero deviation from the PWS.

Ongoing from opening of schools in the base year

Task11, Privacy, PWS 2.3.2 Zero deviation from the PWS.

Ongoing from opening of schools in the base year

Objective 4, Reporting, QCP, Relationships

Task 12, Reports, PWS 2.4.1 Zero deviation from the PWS.

As required per guidelines and written requests from the COR

Task 13, Quality Control Plan, PWS 2.4.2 Zero deviation from the PWS.

Ongoing from opening of schools in the base year Draft: 80% correct

Final: 100% correct except for possible grammar/formatting errors.

Task 14, Relationship with Hanscom AFB, PWS 2.4.3 Zero deviation from the PWS.

Ongoing from opening of schools in the base year

Objective 5, eCMRA

Task 15, eCMRA, PWS 2.5.1.

Zero deviation from the PWS.

During the required timeframe, per the eCMRA website.

Performance rating pass/fail.

Objective 6, General Requirements

Task 16, Meetings and Conferences, PWS 2.6.1.

Zero deviation from the PWS.

Meet within five business days of award.

Contractor shall attend conferences and meetings as scheduled.

Contractor shall apprise the Government of any problems being experienced and take appropriate steps to resolve problems identified by the Government.

7. Incentives Positive past performance rating

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) Contractor’s quality control plan (QCP)

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

7) Surveillance schedules / checklists, if applicable

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

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

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

Educational Program at Hanscom AFB

Prepared by Patricia Ewen

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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