HT0011-15-R-0010-GRAMS-Attachment_2-Draft_QASP-Updated.doc

HT0011-15-R-0010-GRAMS-Attachment 2- draft QASP

ATTACHMENT 2: Quality Assurance Surveillance Plan (DRAFT)

Title: Governance, Requirements, and Architecture Management Support (GRAMS) Contract Description: To provide for program management support services for the DHA Requirement Managers for GRAMS, shall be required for, but is not limited to:

Requirements development and management processes;

Military Health System (MHS) IM/IT investment and sustainment portfolio capabilities activities;

Functional requirements submissions and management;

Development and management of MHS IM/IT functional requirements;

Joint Capabilities Integration and Development System (JCIDS) process and documentation;

Post Implementation Reviews;

Requirements reviews during IT lifecycle acquisition phases;

Business Process strategies and guidelines;

Business Process and data management products;

Business Process and standards analysis;

Business Process Improvement;

Federal and External partner architectural analysis and alignment;

Health Information Technology (HIT) standards;

Health Data management;

Modeling and simulation; and

Requirements Tools Contractor’s name: TBD

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 to ensure that the QASP remains a valid, useful, and enforceable document. However, the Government will coordinate changes with the Contractor. Copies of the original QASP and revisions will be provided to the Contractor and Government officials implementing surveillance activities.

The following FAR clauses may apply depending on contract type:

52.212-4(a)-Inspection/Acceptance-Contract Terms and Conditions-Commercial Items

2. Government Roles and Responsibilities.

The following Government personnel are responsible for overseeing and coordinating surveillance activities.

a. Contracting Officer (CO) - The CO is responsible for ensuring performance of all necessary actions for effective contracting, ensure compliance with the contract terms, and safeguard the interests of the United States in the contractual relationship. The CO is also responsible for ensuring that the Contractor receives impartial, fair, and equitable treatment under this contract. The CO is ultimately responsible for the final determination of the adequacy of the Contractor’s performance.

Assigned CO:

Organization or Agency:

Telephone:

Email:

b. Contracting Officer’s Representative (COR) - The COR is responsible for technical administration of the contract and is responsible for ensuring proper Government surveillance of the Contractor’s performance. The COR is responsible for keeping a quality assurance file and at the conclusion of the contract, or when requested by the CO, providing corresponding documentation to the CO. 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 CO for action.

Assigned COR:

Telephone:

Email:

c. Other Key Government Personnel –

Title:

Telephone:

Email:

3. Contractor Representatives:

The following employees of the Contractor serve as the Contractor’s Program Manager and Task Manager for this contract.

a. Project Manager -

Telephone:

Email:

b. Task Manager - <upon award, enter name>

Telephone: <enter number>

Email: <enter address>

c. Other Contractor Personnel Technical POC:

Tel.

Email:

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, paragraph Section 7 in the Performance Work Statement includes performance standards. The Government will use these standards to determine Contractor performance and will compare Contractor performance to the performance threshold.

Performance Requirements Summary Matrix

5. Incentives.

The Government will use past performance and invoice acceptance as incentives. Incentives will be based on exceeding, meeting, or not meeting performance standards.

Performance Objective

PRS # 1. Paragraph 5.1.1 Task 1, Subtask 1: Monthly Progress Reports.

Monthly report outlining the monthly accomplishments and any problems/ issues encountered in the performance of this task.

PRS # 2. Paragraph 5.16 Task 16, Subtask 3: The vendor shall provide the COR and the Task Managers a complete listing of all current Requirements Managers’ deliverables with their title, delivery date, version number and location Complete listing of all current IM deliverables with their title, delivery date, version number and location

PRS # 3. Paragraph 5.4.4 Task #4, Subtask 4: The vendor shall develop a plan and metrics to measure the effectiveness of the Requirements Development and Management Processes.

PRS # 4. Paragraph 5.1.2 Task #1, Subtask 2: The vendor shall provide an overall staffing chart each month in their Program Management Plan.

PRS # 5. Paragraph 5.1.2

Task #1, Subtask 2: The vendor shall provide Key Personnel staffing detail chart each month in their Program Management Plan.

6. Methods of QA Surveillance.

Various methods exist to monitor performance. The COR will use the surveillance methods listed below in the administration of this QASP.

Regardless of the surveillance method, the COR will contact the Contractor's task 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.

a. DIRECT OBSERVATION. Not applicable.

b. MANAGEMENT INFORMATION SYSTEMS (MIS). (The Government shall evaluate performance through the use of management information reports):

· Review and accept Monthly status reports.

· Review and accept monthly billing statements

c. PERIODIC INSPECTION. Inspections may be scheduled as required during the term of the contract period. However, a final annual inspection will be conducted to ensure compliance and that all contract tasks are completed and acceptable.

d. USER SURVEY. N/A

e. VALIDATED USER/CUSTOMER COMPLAINTS. N/A

f. 100% INSPECTION.

g. PERIODIC SAMPLING. The COR shall determine if all deliverables are on time and accurate throughout the contract period. The COR shall monitor by:

· Monthly Meetings and Ad Hoc Telephone Meetings as needed

· Review reports to ensure contract deliverables are completed in a timely manner and accurately with appropriate quality control measures.

h. RANDOM SAMPLING. Not applicable

i. Progress or status meetings. The COR will meet with the Contractor annually to assess performance and will provide a written assessment.

j. Analysis of Contractor's progress reports. (Evaluate cost, schedule, etc.)

k. Performance reporting. (Evaluate metrics for a specific time period. Develop metrics or use metrics found in MIS.)

Note: Surveillance results may be used as the basis for actions (to include re-performance then invoice rejection or equitable price adjustment) against the Contractor. In such cases, 52.212-4(a) clause in the Contract becomes the basis for the CO’s actions.

7. 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 1:

8. DOCUMENTING PERFORMANCE.

a. Acceptable Performance.

The Government will document positive performance. A report template is attached. Any report may become a part of the supporting documentation for fixed fee payments, incentive fee payments, or other actions.

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 task manager or on-site representative. A CDR template is attached to this QASP.

The Contractor will 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 shall 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, incentive fee nonpayment, or other actions deemed necessary by the CO.

9. Frequency of Measurement.

a. Frequency of Measurement.

During contract/order performance, the COR will take periodic measurements, annually or as needed basis as specified in the AQL column of the Performance Standards Summary Matrix, and shall analyze whether the negotiated frequency of measurement is appropriate for the work being performed.

b. Frequency of Performance Assessment Meetings.

The COR will meet with the Contractor annually or as needed to assess performance and will provide a written assessment.

Prepared by:

Signature – Contracting Officer’s Representative

Performance Report

< This template will be used to formally document surveillance. >

1. CONTRACT NUMBER: <insert number>

2. PREPARED BY: (Name of COR) <insert name>

3. DATE (and time observed discrepancy):

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: <Enter COR’s name>

Signature – Contracting Officer’s Representative

Date

Contract Discrepancy Report (CDR)

< This template will be used to formally document discrepancies. >

1. Contract Number: < insert number >

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

3. FROM: (Name of COR) < insert name >

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: < Enter COR’s name >

Signature – Contracting Officer’s Representative

Received by:

Signature - Contractor Task Manager or on-site representative

SHAPE \* MERGEFORMAT

< The COR may initiate a CDR at any time, including whenever the number of monthly recorded defects for a performance standard exceeds the allowable number of defects; anytime unacceptable performance is determined critical in nature and requires formal corrective action; and whenever an unfavorable trend is detected in contractor performance. >