ATTACHMENT_1_QUALITY_ASSURANCE_SURVEILLANCE_PLAN.pdf

ATTACHMENT 1

QUALITY ASSURANCE SURVEILLANCE PLAN

For

Department of Defense Education Activity – Pacific Japan DSO (Student Transportation Office)

Contract Description: Japan Bus Lease with Maintenance

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: Angela Dash Organization or Agency: DoDEA Pacific Telephone: 644-5883 Email: angela.dash@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>

The contractor’s Program Manager (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.

1. Government Surveillance. Government surveillance of the Contractor’s performance will include periodic government inspections at the performance locations and review of weekly complaint/resolution reports. Various methods exist to monitor performance. The COR shall use the surveillance methods listed below in the administration of this PWS.

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

3. Direct Observation. This can be performed periodically or through 100% surveillance.

Performance standards:

1. Scheduling and managing the scheduled school transportation. The contractor shall provide personnel, administration, and supervision, and other items necessary to perform Scheduled School Bus Driver.

a) The Contractor shall provide personnel, administration, and supervision, and other items necessary to perform

Scheduled School Bus Driver IAW this PWS.

2. Execution of safe and secure transportation of DoDEA students.

a) The Contractor shall meet all local licensing and training requirements to support bus transportation requirements.

The Contractor shall keep on file all employees licenses and training records.

4. Periodic Inspection. This uses a comprehensive evaluation of selected outputs. Inspections may be scheduled Daily, Weekly, Monthly, Quarterly, or annually or unscheduled, as required.

Performance standards:

1. Monthly, Quarterly, and Annual checks of bus operations and routes as identified in technical attachment 1b.

a) The Contractor shall perform all actions in regards to student transportation as identified in the PWS.

2. Daily safety and security inspections of buses.

a) The Contractor shall perform inspections of buses as identified in paragraph 3.11 of this PWS.

5. 100% Inspection. This function evaluates all outputs. This function is most applicable to small quantity, but highly important services. It may be used where there are written deliverables and stringent requirements such as tasks required by law, safety, or security.

Performance standards:

1. Scheduling and managing the scheduled school transportation. The contractor shall provide personnel, administration, and supervision, and other items necessary to perform Scheduled School Bus Driver.

b) The Contractor shall provide personnel, administration, and supervision, and other items necessary to perform

Scheduled School Bus Driver IAW this PWS.

2. Execution of safe and secure transportation of DoDEA students.

a) The Contractor shall meet all local licensing and training requirements to support bus transportation requirements.

The Contractor shall keep on file all employees licenses and training records.

6. Random Sampling. This function is designed to evaluate the outputs of the award requirement by randomly selecting and inspecting a statistically significant sample. This is highly recommended for large quantity repetitive activities with objective and measurable quality attributes.

Performance standards:

1. Monthly, Quarterly, and Annual checks of bus operations and routes as identified in technical attachment 1b.

a) The Contractor shall perform all actions in regards to student transportation as identified in the PWS.

2. Daily safety and security inspections of buses.

a) The Contractor shall perform inspections of buses as identified in paragraph 3.11 of this PWS.

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 in the Contract becomes the basis for the KO’s actions.

7. Remedies. The Government reserves the right to negotiate consideration for continued failures to meet performance standards. This does not include performance failures due to circumstances beyond the Contractor’s control.

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 Program 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.

8. 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:

(S) SATISFACTORY: Performance meets contractual requirements.

(U) UNSATISFACTORY: Performance does not meet contractual requirements.

9. 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 Program Manager 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

Performanc e Objective

Work Category

PWS

Paragraph

Performance Standard Frequency Acceptable Quality Level

(AQL)

Quality Assurance Inspection Method

Disincentive

1. Scheduled School

Bus Services

1.1 The Contractor shall

provide all personnel, administration, and supervision, and other items necessary to perform

Scheduled School Bus Driver Services for all

Yokota Air Base, Japan DoDEA.

Daily Zero validated instances in which bus drivers were not available to fulfill route requirements.

No more than 5 validated instances per month of the contractor failing to meet the route arrival and departure times

No more than two validated customer complaints per month.

Methods include but are not limited to 100% inspection, random sampling, planned sampling, incidental inspections and validated customer complaints.

Payment may be withheld for unsatisfactory work;

the Government can assess penalties for unsatisfactory or non-performance of work in the amount of up to 20% of the value of all observed defects in the case of work that cannot be re-performed or satisfactorily completed.

2. Curricular /Co-

Curricular Activity

Requirem ents

3.1 The Contractor shall

perform daily commuting runs between the hours of

0600 to 1630, Monday through Friday for approximately 183 days each school year.

Daily No more than 3 validated instances per month of the

Contractor failing to meet the trip request reporting arrival and departure time.

month.

Same as above Same as above

3. Long- Haul

Overnight Requirem ents

3.5 This service provides

transportation support for the Japan District Kanto Plains schools, Far East events, and various sport programs. Departures may vary between Yokota, Yokosuka, and Camp

Zama complexes. Buses for this service normally depart the installation on

Thursday and return Sunday.

As required No more than 5 validated instances per year that the contractor fails to perform the requirements and no more than 3 instances that the contractor fails to turn in travel receipts for reimbursement.

month.

Same as above Same as above

4. Administr ative

Transport ation

3.6 This service provides

transportation support within the Kanto area for authorized DoDEA personnel. Vehicles to support this service will depart/return the installation the same day between 05:00/20:00 hours.

As required No more than 5 validated instances per year that the contractor fails to perform the requirements and no more than 3 instances that the contractor fails to turn in travel receipts for reimbursement.

month.

Performanc e Objective

Work Category

PWS

Paragraph

Performance Standard Frequency Acceptable Quality Level

(AQL)

Quality Assurance Inspection Method

Disincentive

5. Safety/Se curity

5.0

Ensure safety and security of all DoDEA students using bus transportation

IAW the PWS.

Daily Met safety/security requirements identified in the PWS, with no adverse effect on the customer’s safety or support/security readiness.

Operates buses with no more than 4 accumulated accidents in which drivers were found at fault and/or where drivers were cited for violating traffic rules/regulations during a one-year period.

month.

Same as above Same as above

6. Deliverabl es

7.1 Management reports As required

per delivery schedule

No more than 4 instances per year that deliverables were not submitted in a timely manner.

PERFORMANCE REPORT

1. CONTRACT NUMBER: <insert number>

2. Prepared by: (Name of COR)

3. Date and time of observation:

4. Observation:

Prepared by:

Signature – Contracting Officer’s Representative Date

CONTRACT DISCREPANCY REPORT (CDR)

1. Contract Number: <insert number>

2. TO: (Contractor Field Superintendent or on-site representative) <insert name>

3. FROM: (Name of COR)

4. Date and time observed discrepancy:

5. DISCREPANCY OR PROBLEM:

6. Corrective action plan:

A written corrective action plan is required.

The written Corrective Action Plan will be provided to the undersigned not later than 7 days after receipt of this

CDR

Prepared by: <Enter COR’s name>

Signature – Contracting Officer’s Representative Date

Received by:

Signature - Contractor Program Manager or on-site representative Date