QASP Final-GTMC.doc

ATTACHMENT 1

Quality Assurance Surveillance Plan

For

The Department of Defense Domestic Dependents Elementary and Secondary Schools (DDESS) - Guam

Contract Description: DDESS-Guam Total Maintenance Services

1. PURPOSE.

This Quality Assurance Surveillance Plan (QASP) provides a systematic method to evaluate performance for the stated contract. This QASP explains the following:

· What will be monitored.

· How monitoring will take place.

· Who will conduct the monitoring.

· How monitoring efforts and results will be documented.

This QASP does not detail how the contractor accomplishes the work. Rather, the QASP is created with the premise that the contractor is responsible for management and quality control actions to meet the terms of the contract. It is the Government’s responsibility to be objective, fair, and consistent in evaluating performance. In addition, the QASP should recognize that unforeseen and uncontrollable situations may occur.

This QASP is a “living document” and the Government may review and revise it on a regular basis. However, the Government will coordinate changes with the contractor. Updates will ensure that the QASP remains a valid, useful, and enforceable document. Copies of the original QASP and revisions will be provided to the contractor and Government officials implementing surveillance activities.

2. Government Roles and Responsibilities.

The following personnel will oversee and coordinate surveillance activities.

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 also assure that the contractor receives impartial, fair, and equitable treatment under this contract. The KO is ultimately responsible for the final determination of the adequacy of the contractor’s performance.

Assigned KO: Marlan Snodgrass

Organization or Agency: DoDEA Pacific - DDESS Guam

Telephone: 644-5872 Email: marlan.snodgrass@pac.dodea.edu

b. Contracting Officer’s Representative (COR) - The COR is responsible for technical administration of the contract and shall assure proper Government surveillance of the contractor’s performance. The COR will keep a quality assurance file. At the conclusion of the contract or when requested by the KO, the COR will provide 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 they deem may affect contract price, terms, or conditions to the KO for action.

Assigned COR: TBD

Telephone:

Email:

3. Contractor Representatives:

The following employees of the contractor serve as the contractor’s Program Manager and Field Superintendent for this contract.

a. Program Manager - <upon award, enter name> Telephone: <enter number> Email: <enter address>

b. Field Superintendent - <upon award, enter name> Telephone: <enter number>

Email: <enter address>

The contractor’s Program Manger (PM) shall represent the contractor in all contractual and administrative matters, including negotiations, invoices, etc.

4. Performance Standards.

Performance standards define desired services. The Government performs surveillance to determine if the contractor exceeds, meets or does not meet these standards.

The Performance Requirements Summary Matrix includes performance standards. The Government will use these standards to determine contractor performance and will compare contractor performance to the Acceptable Quality Level (AQL).

*See Table 1 – Performance-Based Matrix

5. Methods of QA Surveillance.

Various methods exist to monitor performance. The COR will use surveillance methods including, but not limited to, 100% inspection, random sampling, planned sampling, incidental inspections and validated customer complaints.

Regardless of the surveillance method, the COR shall always contact the contractor's project manager or on-site representative when a defect is identified and inform the manager of the specifics of the problem. The COR will be responsible for monitoring the contractor’s performance in meeting a specific performance standard/AQL.

Surveillance results may be used as the basis for actions (to include payment deductions) against the contractor. In such cases, the Inspection of Services clause (FAR 52.246-4), the clause, “Failure to Perform Services,” and the clause, “Estimating the Price of Non-performed or Unsatisfactory Work,” in Section E of the Contract becomes the basis for the KO’s actions.

6. Ratings.

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

Example:

7. DOCUMENTING PERFORMANCE.

a. ACCEPTABLE Performance.

The COR will meet with the contractor quarterly to assess performance and will provide a written assessment. A report template is attached. Any report may become a part of the supporting documentation for fixed fee payments.

b. UNACCEPTABLE performance.

When unacceptable performance occurs, the COR will inform the contractor. This 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, the COR will prepare a Contract Discrepancy Report (CDR), and present it to the contractor's Field Superintendent or on-site representative. A CDR template is attached to this QASP.

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 to document how the contractor shall correct the unacceptable performance and avoid a recurrence. The CDR will also state how long after receipt 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.

Any CDRs may become a part of the supporting documentation for contract payment deductions, fixed fee deductions, or other actions deemed necessary by the KO.

Table 1 – Performance-Based Matrix

SAME AS ABOVE

SAME AS ABOVE

SAME AS ABOVE

77.

grease traps twice a year at all schools.