Attatchment 2- QASP.PDF

Draft Quality Assurance Surveillance Plan for

The Office of Administration, Seized and Forfeited Property

Purpose

This Quality Assurance Surveillance Plan (QASP) is a Government developed and applied document used to ensure that systematic quality assurance methods are used in the administration of this performance based service contract. The intent is to ensure that the contractor performs in accordance with the performance metrics and the Government receives the quality of services called for in the contract.

The contract requirement is for support services for the Office of Administration, Seized & Forfeited Property. The office of Administration, Seized & Forfeited Property Center is responsible for providing contract oversight.

This action will be met by awarding a single firm-fixed-price (FFP) contract with one base year and four 12-month option periods. This acquisition will be funded with Treasury Forfeiture Funds. Funding will be available for the first 12 months of this requirement (Insert note for incrementally funded projects). The estimated period of performance is September 1, 2011 through August 31, 2016. The contractor's performance will be monitored by the Contracting Officers Technical Representative (COTR).

A properly executed QASP will assist the Government in achieving the objectives of this procurement.

Authority

Authority for issuance of this QASP is provided under Contract Section E — Inspection and Acceptance, which provides for inspections and acceptance of the services and documentation called for in contracts, to be executed by the Contracting Officer or a duly authorized representative.

3. Scope

To fully understand the roles and responsibilities of the parties, it is important to first define the distinction in terminology between Quality Control Plan and the QASP. The contractor, and not the Government, is responsible for management and quality control actions necessary to meet the quality standards set forth by the contract.

The QASP on the other hand, is put in place to provide Government surveillance oversight of the contractor's efforts to assure that they are timely, effective and are delivering the results specified in the contract.

Source Selection Sensitive Information See FAR 3.104 and 2.101 1

Government Resources

The following definitions for Government resources are applicable to this plan:

Contracting Officer - A person duly appointed with the authority to enter into contracts and make related determination and findings on behalf of the Government. The CO for this contract is Francine Harris. Contracting Officers are designated via a written warrant, which sets forth limitations of authority.

Contracting Officers Technical Representative (COTR) - An individual appointed in writing by the CO to act as their authorized representative to assist in the technical administration of the contract. The COTR will be appointed in the resulting contract award. The limitations of authority are contained in a written letter of appointment.

Responsibilities

The following Government resources shall have responsibility for the implementation of this

QASP:

Contracting Officer — The Contracting Officer ensures performance of all necessary actions for effective contracting, ensures compliance with the terms of the contract and safeguards the interests of the United States in the contractual relationship. It is the Contracting Officer that assures the contractor receives impartial, fair and equitable treatment under the contract. The Contracting Officer is ultimately responsible for the final determination of the adequacy of the contractor's performance.

Contracting Officers Technical Representative (COTR) — The COTR is responsible for technical administration of the contract and assures proper Government surveillance of the contractor's performance. The COTR is not empowered to make any contractual commitments or to authorize any changes on the Government's behalf. Any changes that the contractor deems may affect contract price, terms, or conditions shall be referred to the Contracting Officer for action.

6. Methods of QA Surveillance

a. Contractor Performance Assessment — The market place for these services is very competitive. As such, the successful offeror has a vested interest in the Government-generated contractor performance assessment ratings under this contract. Additionally, the ratings will be the determinant in exercising an option. For this procurement the Government will address the quality of product or service, schedule, cost control, business relations, management, and other important areas. As this information may affect future source selections throughout CBP, and the continuation of the contract, the annual Government assessment will be used appropriately as an additional performance oversight and communication tool with the QASP.

Source Selection Sensitive Information See FAR 3.104 and 2.101 2

b. QASP - The below listed methods of surveillance will be used by the COTR in the technical administration of this QASP. In addition to the below instructions, the form to be used for documentation of quality assurance surveillance is the Surveillance Activity Checklist, Enclosure (5).

Surveillance Enclosures (1), (2), (3) and (4) set forth the performance standards, incentives, definitions and surveillance methods for the contractor and COTR while enclosure (5) provides the checklist and means for the COTR to document the results of the surveillance. Enclosure (5) will be provided to the Contracting Officer on a monthly and/or basis for inclusion into contract file.

Documentation

In addition to providing monthly and/or quarterly reports to the Contracting Officer, the COTR will maintain a complete Quality Assurance file. The file will contain copies of all reports, evaluations, recommendations, and any actions related to the Government's performance of the quality assurance function, including the originals of the Quality Assurance Checklists. All such records will be maintained for the life of the contract. The COTR shall forward these records to the Contracting Officer at termination or completion of the contract.

9. Enclosures

Enclosure (1) - Performance Standards - Tasks Enclosure (2) - Performance Standards - Data Enclosure (3) - Incentives Enclosure (4) - Definitions for Evaluation Areas and Ratings Enclosure (5) - Surveillance Activity Checklist

Source Selection Sensitive Information See FAR 3.104 and 2.101 3

Enclosure (1)

Performance Standards - Tasks

Description Performance Standard and Acceptable Quality

Level (AQL)

Surveillance Method/Measure

Incentives

Enter all information into SEACATS within two working days from the date that the action was completed, except the sale of vehicles.

Data entry for sold vehicles shall be entered within 5 working days from date of the release of the vehicle. Sale deposits should be entered into SEACATS within 10 working days of the last collection of revenue from the sale.

Customer requirements and objectives met, on-time, 95%/0 of the time.

Government observation and review of submittals, monthly/quarterly.

See enclosure 3.

Based on a certified financing /accounting system, invoices generated by the system should be 75% accurate in the first month, 85% accurate in the 2"d month and 99% in the 3 rdmonth. After the 3 rd month, there should be 100% accuracy on the invoicing. Any inaccurate invoices will not be paid interest should the period of corrections exceed the 30-day payment period.

Customer requirements and objectives met, on-time, 100% of the time.

Government observation and review of submittals, monthly/quarterly.

See enclosure 3.

Establish and maintain a file for seized and forfeited vehicles in Contractor's custody.

Customer requirements and objectives met, on-time, 100% of the time.

Government observation and review of submittals, monthly/quarterly.

See enclosure 3.

Restrict access to all seized and forfeited vehicles stored under this contract to authorized individuals (Contractor employees; government Contracting Officer (CO); COTRs/DCOTR; Field COTRs and other authorized CBP personnel, and those individuals who present a disposition order CBP Form 7605 signed by an approved CBP official.

Customer requirements and objectives met, on-time, 100% of the time.

monthly/quarterly.

Government observation and review of submittals, See enclosure 3.

Maintain a log to record the date and time of individuals that enter and exit the storage facility.

Customer requirements and objectives met, on-time, 100% of the time.

Government observation and review of submittals, monthly/quarterly.

See enclosure 3.

Source Selection Sensitive Information See FAR 3.104 and 2.101

Description Performance Standard and Acceptable Quality

Level (AQL)

Surveillance Method/Measure

Incentives

a) Deliver to the NFC, by the close of Customer requirements and Government See business on the tenth (10 th) day of the following month a Monthly Cash Transfer Report reconciling the revenues, deposits, and transfers for the previous month. There must be a separate report, broken down by revenue type. Sale collections shall include sale number, sale date, date of collection, date of deposit, date of transfer and transfer reference. Non-sale collections shall include seizure number, collection date, date of deposit, date of transfer and transfer reference.

Provide to the NFC, copies of monthly bank statements from each bank that is used to deposit monies.

The statements for the first 9 months of the fiscal year shall be forwarded annually to NFC by July objectives met, on-time, 100% of the time.

observation and review of submittals, monthly/quarterly.

enclosure 3.

15 and for the remainder of the fiscal year shall be forwarded to NFC by October 8.

d) The Contractor shall transfer retained deposits to NFC, along with reports of why the deposit was retained and identifying the sale number within five days from the date of sale.

Contractor shall take custody of all Customer requirements and Government See vehicles within twenty-four (24) hours of notification by CBP representative.

objectives met, on-time, 95% of the time.

observation and review of submittals, monthly/quarterly.

enclosure 3.

Contractor shall arrive at the point of Customer requirements and Government See seizure within 1.5 hours after notification by COTR, Field COTR, SPS or designee.

objectives met, on-time, 100% of the time.

observation and review of submittals, monthly/ quarterly.

enclosure 3.

The time of receipt of notification by Customer requirements and Government See CBP representative to the contractor and the time of contractor arrival shall be recorded by the contractor in a COTR approved document system and provided on an as needed basis.

objectives met, on-time, 95% of the time.

observation and review of submittals, monthly/ quarterly.

Source Selection Sensitive Information See FAR 3.104 and 2.101

Description Performance Standard and Acceptable Quality

Level (AQL)

Surveillance Method/Measure

Incentives

Following final re-screening by CBP, provide Vehicle Inspection Worksheet (VIW), used to document accomplished mandatory screening requirements of seized vehicles. The Contractor will hold the VIW until CBP completes and documents the final re-screening before forwarding to the Field COTR.

Customer requirements and objectives met, on-time, 95% of the time.

Government observation and review of submittals, monthly/quarterly.

See enclosure 3.

Vehicles shall be parked at the storage facility so that they can be readily located and easily accessed without moving another vehicle (a minimum of a 3 foot perimeter will be maintained).

Customer requirements and objectives met, on-time, 95% of the time.

Government observation and review of submittals, monthly/quarterly.

See enclosure 3.

Submit to the COTR by the sixteenth of each calendar month an information management report of events from the previous month that will or are likely to impact the operation of the contract.

Customer requirements and objectives met, on-time, 100% of the time.

Government observation and review of submittals, monthly/quarterly.

See enclosure 3.

Provide labeling services assigning CBP SEACATS case numbers and three (3) digit line item numbers to all vehicles seized and forfeited.

Customer requirements and objectives met, on-time, 100% of the time.

Government observation and review of submittals, monthly/quarterly..

See enclosure 3.

Ensure the destruction and salvage process of seized and forfeited vehicles is completed as soon as possible, but not later than sixty (60) calendar days after receipt of a signed disposition order from the Field COTR or the COTR.

Customer requirements and objectives met, on-time, 100% of the time.

Government observation and review of submittals, monthly/quarterly.

See

Source Selection Sensitive Information See FAR 3.104 and 2.101

Enclosure (2)

Performance Standards - Data

Description Standard AQL Surveillance Method/Measure

Incentives

Government Contracting Officer (CO); COTRs/ Field COTRs and other authorized CBP personnel must be contacted immediately , within 30 minutes after discovery of illegal controlled substances and/or other contraband.

Customer requirements and objectives met, on-time, 95% of the time.

95% of required deliverable provided on time, are accurate as written, and do not require major rewrite.

100 % Inspection by COTR/Field COTR

See enclosure 3.

A final report shall be submitted to the Field COTR within 3 business days of the incident.

Customer requirements and objectives met, on-time, 95% of the time.

95% of required deliverable provided on time, are accurate as written, and do not require major rewrite.

100% Inspection by COTR/Field COTR

See enclosure 3.

Provide a copy of the plan to the COTR for review and approval no later than August 15th of each year. All vehicles with a disposition for sale will be sold within 60 days unless the contractor has prior written approval from the COTR. The contractor shall notify COTR of any changes to the sale schedule.

Customer requirements and objectives met, on-time, 100% of the time

95% of required deliverable provided on time, are accurate as written, and do not require major rewrite.

100% Inspection by

COTR.

See

Source Selection Sensitive Information See FAR 3.104 and 2.101

Enclosure (3)

Incentives The following incentives shall apply to performance under this order.

Assessment Period Acceptable Performance Definition

How Measured Incentives

Base: All measurement areas rated "Satisfactory" or above. See Enclosure (4).

Midpoint of the assessment period (6 month) evaluation using the surveillance checklists covering the previous 6 months.

(+) Meet the acceptable performance definition as a condition for exercise of Option 1 * (-) Does not meet the acceptable performance definition as a condition for exercise of an Option 1.*

Option 1: All measurement areas rated "Satisfactory" or above. See Enclosure (4).

Midpoint of the assessment period (18 month) evaluation using the surveillance checklists covering the previous 12 months.

(+) Meet the acceptable performance definition as a condition for exercise of an Option. 2.* (-) Does not meet the acceptable performance definition as a condition for exercise of an Option. 2.*

Option 2: All measurement areas rated at least "Satisfactory" or above.

Two or more measurements rated either "Very Good" or "Exceptional". See Enclosure (4).

Midpoint of the assessment period (30 month) evaluation using the surveillance checklists covering the previous 12 months.

(+) Meet the acceptable performance definition as a condition for exercise of Option 3."

(-) Does not meet the acceptable performance definition as a condition for exercise of Option 3."

Option 3:

All measurement areas rated at least "Satisfactory" or above.

Two or more measurements rated either "Very Good" or "Exceptional". See Enclosure (4).

Midpoint of the assessment period (42 month) evaluation using the surveillance checklists covering the previous 12 months.

(+) Meet the acceptable performance definition as a condition for exercise of Option 4.* (-) Does not meet the acceptable performance definition as a condition for exercise of Option 4."

Option 4:

All measurement areas rated at least "Satisfactory" or above.

Two or more measurements rated either "Very Good" or "Exceptional". See Enclosure (4).

End of the assessment period (60 month) evaluation using the surveillance checklists covering the previous 12 months.

(+) Meet the acceptable performance definition and receive a positive CPARS assessment.

(-) Does not meet the acceptable performance definition and receives a negative CPARS assessment.

* The Government reserves the right to not exercise options unless all regulatory requirements are met and the contractor meets the acceptable performance definition.

Source Selection Sensitive Information See FAR 3.104 and 2.101

Enclosure (4)

Definitions for Evaluation Areas and Ratings

All PWS/CDRL tasks, including PWS/CDRL sub-tasks, will be assessed focusing on the following:

Quality of Product or Service — Assess the contractor's effort to transform operational needs and requirements into an integrated solution. Areas of focus may include the planning and management of program tasks, the quality of support provided throughout all phases of contract execution, the integration of program management specialties, management of interfaces, and the management of a totally integrated effort of all program management concerns to meet cost, performance, and schedule objectives. Assess how successfully the contractor meets program quality.

Schedule — Assess the contractor's adherence to the required delivery schedule by assessing the contractor's efforts during the assessment period that contribute to or effect the schedule variance. Also address significance of scheduled events (i.e., design reviews), discuss causes, and assess the effectiveness of contractor corrective actions.

Cost Control — Assess the contractor's effectiveness in forecasting, managing, and controlling contract cost. Is the contractor experiencing cost growth or underrun? If so, discuss the causes and contractor-proposed solutions for the cost overruns. For contracts where task or contract sizing is based upon contractor provided person-hour estimates, the relationship of these estimates to ultimate cost should be assessed. In addition, the extent to which the contractor demonstrates a sense of cost responsibility, through the efficient use of resources in each work effort should be assessed.

Business Relations — Assess the timelines, completeness and quality of problem identification, corrective action plans, proposal submittals, the contractor's reasonable and cooperative behavior, effective business relations, and customer satisfaction.

Management — Assess the contractor's success with timely award and management of subcontracts, including whether the contractor met small/small disadvantage and women-owned business participation goals. Discuss the extent to which the contractor discharges its responsibility for integration and coordination of all activity needed to execute the contract;

identifies and applies resources required to meet schedule requirements; assigns responsibility for tasks/actions required by contract; communicates appropriate information to affected program elements in a timely manner. Assess the contractor's risk mitigation plans. If applicable, identify any other management areas that are unique to the contract.

Other areas — Assess additional evaluation areas unique to the contract or that cannot be captured elsewhere.

The evaluation ratings are as follows:

A. Rating Scale

Excellent Greatly exceeds the minimum requirements of the criteria; has a high probability of success; contains no significant weaknesses or deficiencies, and few minor weaknesses.

Source Selection Sensitive Information See FAR 3.104 and 2.101

Good Exceeds the minimum requirements of the criteria; has an above average probability of success; contains no significant weaknesses or deficiencies.

No significant weaknesses are any weaknesses that are correctable, and will have little or no impact on contract performance.

Acceptable Meets the minimum requirements of the criteria; has an average probability of success; no significant weaknesses and only minor deficiencies can be readily corrected. Contains weaknesses and/or minor deficiencies that can be readily corrected.

Marginal Significant number of deficiencies and weakness exists. Low probability of success.

Unacceptable Fails to meet one of the minimum requirements of the criteria. Proposal needs major revisions; very low probability of success.

Source Selection Sensitive Information See FAR 3.104 and 2.101

Enclosure (5)

Surveillance Activity Checklist

Monthly/Quarterly Surveillance:

The COTR will perform a monthly and/or quarterly assessment of Quality, Schedule, Cost Control, Business Relations, Management, and Other Areas as applicable utilizing the contractor performance evaluation rating definitions listed in enclosure (4).

Description Surveillance Method/Measure

Date Planned

Date Completed

Quality Schedule Cost Control

Business Relations

Mgmt. Other

Invoice accuracy & timely submission

Customer requirements and objectives met, on-time, 95% of the time.

TBD

Posting costs to

SEACATS

Customer requirements and objectives met, on-time, 95% of the time.

TBD

File Maintenance

Customer requirements and objectives met, on-time, 95% of the time.

TBD

Monthly Management Report

Customer requirements and objectives met, on-time, 95% of the time.

TBD

Compliance with PWS

Customer requirements and objectives met, on-time, 95% of the time.

TBD

Source Selection Sensitive Information See FAR 3.104 and 2.101

Description Surveillance Method/Measure

Date Planned

Date Completed

Quality Schedule Cost Control

Business Relations

Mgmt. Other

TBD

TBD

TBD

Source Selection Sensitive Information See FAR 3.104 and 2.101

Monthly Summary of Ratings:

Quality Number of Exceptional Number of Very Good Number of Satisfactory Number of Marginal Number of Unsatisfactory

Cost Control Number of Exceptional Number of Very Good Number of Satisfactory Number of Marginal Number of Unsatisfactory

Management Number of Exceptional Number of Very Good Number of Satisfactory Number of Marginal Number of Unsatisfactory

Schedule(Auctions) Number of Exceptional Number of Very Good Number of Satisfactory Number of Marginal Number of Unsatisfactory

Business Relations Number of Exceptional Number of Very Good Number of Satisfactory Number of Marginal Number of Unsatisfactory

Other Areas Number of Exceptional Number of Very Good Number of Satisfactory Number of Marginal Number of Unsatisfactory

Annual Surveillance:

The COTR will perform an annual assessment of overall contract performance utilizing the contractor performance evaluation rating definitions listed in enclosure (4) and the monthly summary of ratings.

Description Surveillance Method/ Measure

Date Planned Date Completed Summary Rating/Results

Quality of Product or Service

Review of Monthly Ratings.

TBD

Schedule Review of Monthly Ratings.

TBD

Cost Control Review of Monthly Ratings

TBD

Business Relations

Review of Monthly Ratings

TBD

Management Review of Monthly Ratings

TBD

Inventory Control Review of Monthly Ratings

Source Selection Sensitive Information

See FAR 3.104 and 2.101