PWS Attachment 1 QASP_Amendment 0005.docx

DEFENSE HEALTH AGENCY

Quality Assurance Surveillance Plan (QASP) 29 October 2024 Strategic Acquisition Services (SAS) Contract Number: TBD

Contract Description: Strategic Advisor support shall provide guidance and direction to staff across the MHS to accomplish IT implementation at all Military Medical Treatment Facilities (MTFs), provide management, supervision, technical direction and coordination of acquisition actions, reporting, and analytical activities, reviews and recommends acquisition policies related to J-6 for PEO MS/J-6 CIO approval, coordinated acquisition activities for the PEO MS/J-6 CIO program offices and divisions, liaison acquisition activities with external/internal entities for PEO MS/J-6 CIO, draft acquisition policies related to IT products and services for PEO MS/J-6 CIO approval, managing procurement system administration, providing acquisition and Contracting Officer’s Representative (COR) support for contracts valued at < $100 million, perform rationalization efforts on PEO MS/J-6 CIO contracts, review and ensure new, re-compete, modification contract packages (PWS, Acquisition Strategies, etc.) meet DHA standards, analyze and measure probable effects of various acquisition strategies, make recommendations on acquisition strategies and streamlining, and participation in Integrated Project Teams (IPTs).

Contractor’s Name: TBD

Vision: J-6 through Engineering, Solutions Architecture & IT Business Analytics Division (ESA-BAD) will focus on establishing standards, implementation guidelines, software engineering baselines, enterprise architecture, network and computer recommendations, support for enterprise IT modernization, enterprise shared services, cybersecurity risk, management framework, data management and IT capital planning in support of the DHA missions and vision.

Mission: J-6 supports the DHA goals by overseeing 240,000 Windows Endpoints, 3.1 Petabytes of Global Operational Data, over 60 Enterprise systems, over 400 support Agreement, offers 38 Service Catalog IT services, accredits over 780 programs/systems in Risk Management Framework, and partners with other federal agencies (e.g. Veteran’s Affairs (VA), Coast Guard) as an IT liaison.

Furthermore, J-6 provides support for delivery of critical medical treatment Information Technology (IT) solutions to all Military Health System (MHS) beneficiaries. The combinations of programs advance efforts to document seamlessly and electronically the health care provided by authorized providers to Department of Defense beneficiaries, and other populations as authorized or directed by proper authority. DAD IO is committed to delivering clinical IT solutions that enable quality continuity of care and timely administration of benefits. DAD IO’s primary focus is on enhancing usability of the military’s Electronic Health Record (EHR) by improving system speed, reliability, data quality, and usability of the product to meet the needs of the military’s medical community.

1. Purpose:

This Quality Assurance Surveillance Plan (QASP) is a government-developed document used to determine if the contractor’s performance meets the performance standards contained in the contract. The QASP establishes procedures on how this assessment/inspection process will be conducted. It provides the detailed process for a continuous oversight process:

· What will be monitored?

· How monitoring will take place?

· Who will conduct the monitoring?

· How monitoring efforts and results will be documented?

The contractor is responsible for implementing and delivering performance that meets contract standards using its Quality Control Plan. The QASP provides the structure for the government’s surveillance of the contractor’s performance and their Quality Assurance/Quality Control (QA/QC) actions to assure they meet contract standards. It is the government’s responsibility to be objective, fair and consistent in evaluating contractor performance.

The QASP is not part of the contract, nor is it intended to duplicate the contractor’s quality control plan. This QASP is a living document. Flexibility in the QASP is required to allow for an increase or decrease in the level of surveillance necessary based on contractor performance.

The government may provide a copy of the QASP to the contractor to facilitate open communication. In addition, the QASP should recognize that unforeseen or uncontrollable circumstances might occur that are outside the control of the contractor.

Bottom line, the QASP should ensure early identification and resolution of performance issues to minimize impact on mission performance.

2. Authority

Authority for issuance of this QASP is provided under Part 46 of the Federal Acquisition Regulation, Inspection of Services clauses, which provides for inspection, acceptance and documentation of the service called for in the contract or order. This acceptance is to be executed by the contracting officer or a duly authorized representative.

3. Roles and Responsibilities

The following personnel shall oversee and coordinate surveillance activities.

Program/Project Manager (PM) or Functional Services Manager (FSM) – The PM/FSM provides primary program oversight, nominates the contracting officer’s representative (COR), ensures the COR is trained before performing any COR duties and supports the COR’s performance assessment activities. While the PM/FSM may serve as a direct conduit to provide Government guidance and feedback to the Contractor on technical matters, they are not empowered to make any contractual commitments or any contract changes on the government’s behalf.

Assigned PM/FSM: Gary Stevens Organization or Agency: PEO Medical Systems/ CIO J-6/ Enterprise Information Technology Services (EITS) Program Office/ IT Business Strategy and Rationalization (ITBSR) Branch Telephone: (210) 557-5138 Email: gary.f.stevens1.civ@health.mil

Contracting Officer (CO) – The CO shall ensure performance of all necessary actions for effective contracting, ensure compliance with the contract terms, and shall safeguard the interests of the United States in the contractual relationship. The CO shall also ensure that the contractor receives impartial, fair, and equitable treatment under this contract. The CO shall also determine the final assessment of the contractor’s performance.

Additionally, the CO shall include a requirement in the quality assurance surveillance plan to revalidate all key personnel annually to determine whether the contractors meet the labor categories specified in the contract.

The CO shall maintain documentation in the contract files that demonstrates their review and approval of initial and replacement contractor employees in key personnel positions.

The CO shall include a requirement in information technology service contracts QASPs to review a sample of non‑key personnel quarterly to determine whether the contractor personnel meet the labor categories specified in the contract.

Assigned CO: Stephani Preusser Organization or Agency: Enterprise Medical Support Contracting Division- San Antonio, TX Email: Stephani.N.Preusser.civ@health.mil

Contracting Officer’s Representative (COR) The COR is responsible for providing continuous technical oversight of the contractor’s performance. The COR uses the QASP to conduct the oversight/surveillance process. The COR shall keep a Quality Assurance file that accurately documents the contractor’s actual performance. The purpose is to ensure that the contractor meets the performance standards contained in the contract. The COR is responsible for reporting early identification of performance problems to the CO. The COR is required to provide an annual performance assessment to the CO which will be used in documenting past performance. The QASP is the primary tool for surveillance of the contractor’s quality program and help the COR to document contractor performance. The COR is not empowered to make any contractual commitments or to authorize any contractual change on the Government’s behalf.

Assigned COR: Joe Watson Organization or Agency: PEO Medical Systems/ CIO J-6/ IT Business Strategy and Rationalization (ITBSR) Branch Telephone: (210) 536-7031 Email: joe.e.watson2.civ@health.mil

Contractor Representatives

The following employees of the contractor serve as the contractor’s Program Manager and Task Manager for this contract. (The Government will complete this section post-award in coordination with the selected contractor)

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

Contractor Task Manager - <upon award, enter name> Telephone: <enter number> Email: <enter address>

Other Key Contractor Personnel - <upon award, enter name or delete these lines if not applicable> Title: <enter title> Telephone: <enter number> Email: <enter address>

4. Performance Requirements and Method of Surveillance

4.1. Contract Surveillance

The goal of the QASP is to ensure that contractor performance is effectively monitored and documented. The COR’s contribution is their professional, non-adversarial relationships with the CO, PM and the contractor, which enables positive, open and timely communications. The foundation of this relationship is built upon objective, fair, and consistent COR evaluations of contractor performance against contract requirements. The COR uses the methods contained in this QASP to ensure the contractor is in compliance with contract requirements. The COR function is responsible for a wide range of surveillance requirements that effectively measure and evaluate the contractor’s performance. Additionally, this QASP is based on the premise that the contractor, not the government, is responsible for management and QC/QA actions to successfully meet the terms of the contract.

4.2. Surveillance Matrix

The Surveillance Matrix (see sample at Attachment 1) is the list of performance objectives and standards that must be performed by the contractor. This matrix details the method of surveillance and frequency the COR will use to validate and inspect these performance elements. Inspection of each element will be documented in the COR file.

DFARS 222.17 mandates including surveillance for ensuring compliance with Combatting Trafficking in Persons (CTIP) in the QASP. Use the CTIP sample checklist from PGI 222.17. See the DoD CTIP website.

Performance objectives define the desired outcomes. Performance Standards define the level of service required under the contract to successfully meet the performance objective. The inspection methodology defines how, when, and what will be assessed in measuring performance. The Government performs surveillance, using this QASP, to determine the quality of the contractor’s performance as it relates to the performance element standards. The Performance Requirement Summary (PRS) should be used to form the foundation of the COR’s inspection checklist.

4.3. Performance Rating Definitions

The performance ratings below reflect definitions at FAR 42.1503 Table 42-1. The COR will use these rating to evaluate the quality of contractor’s performance.

Performance Rating Definition

Note 1: Plus or minus signs may be used to indicate an improving (+) or worsening (-) trend insufficient to change the evaluation status.

Note 2: N/A (not applicable) should be used if the ratings are not going to be applied to a particular area for evaluation.

5. Performance Reporting

5.1. Corrective Action Report (CAR)

Describes how discrepancies are reported and resolved (see sample CAR below).

5.2. Customer Complaint Form

(See sample customer complaint form below)

5.3. Performance Assessment Report (PAR) (See sample customer PAR page 11)

DHA QASP Template V1 6 Appendix 1 - Surveillance Matrix

Inspection Metrologies:

M1: Inspection of Reports. All reports shall be reviewed upon receipt. The reviewer will report any flaws in the document and categorize the flaws (Editorial, Format, and/or Substance).

Performance Objective (The Service required—usually a shall statement from Part 5)

Performance Requirements Summary (PRS) # 1.

The contractor shall provide 100% of the total Full Time Equivalent (FTE) requirements within 30 calendar days of award date

PRS # 2

The contractor shall provide 100% of the total Full Time Equivalent (FTE) requirements within 30 calendar days of planned and/or unplanned vacancy(ies)

PRS # 3

The contractor Key Personnel specified in the PWS are continuously staffed.

PRS # 4

The Contractor shall provide acquisition support and/or strategic advice to identify, understand, analyze, articulate, and ensure compliance with acquisition set timelines or required acquisition support services within five calendar days of task.

PRS # 5

The Contractor fosters a partnering relationship with other Contractors to accomplish mission by meeting with client(s) at least once a week.

PRS # 6

Communicate status, issues and plans and receive guidance by meeting with clients on a regular basis for provision of instructions and reporting of progress and issues.

PRS # 7

The Contractor completes MPPR to include expenditures, billings on ODCs, progress, status and any problems/issues encountered in performance of these tasks.

DHA QASP Template V1 8

CORRECTIVE ACTION REPORT (CAR)

(If more space is needed, use reverse and identify by number)

1. CONTRACTOR

2. CONTRACT NUMBER

3. TYPE OF SERVICES

4. FUNCTIONAL AREA

5. SUSPENSE DATE

6. CONTROL NUMBER

7. DEFICIENCY |_| MAJOR |_| MINOR

FINDING:

FINDING IMPACT:

Please respond with a written corrective action plan that details the corrective action of the cited deficiency, the cause of the deficiency, and actions taken to prevent recurrence by Suspense Date in Block 5. If date was not entered in Block 5, the contractor is not required to provide a response.

8. QUALITY ASSURANCE PERSONNEL (COR)

TYPED NAME AND GRADE

SIGNATURE AND DATE

9. ISSUING AUTHORITY

TYPED NAME AND GRADE

SIGNATURE AND DATE

10. COR RESPONSE TO CONTRACTOR CORRECTIVE ACTION AND ACTION TAKEN TO PREVENT RECURRENCE

11. COR DETERMINATION

|_| ACCEPTED |_| REJECTED

12. CLOSE DATE

CUSTOMER COMPLAINT RECORD

DATE/TIME OF COMPLAINT

SOURCE OF COMPLAINT

ORGANIZATION

BUILDING NUMBER

INDIVIDUAL

PHONE NUMBER

NATURE OF COMPLAINT

CONTRACT REFERENCE

VALIDATION

DATE/TIME CONTRACTOR INFORMED OF COMPLAINT

ACTION TAKEN BY CONTRACTOR

RECEIVED/VALIDATED BY

PERFORMANCE ASSESSMENT REPORT (PAR)

(If more space is needed, use reverse and identify by number)

4. QUALITY ASSURANCE PERSONNEL (COR) SIGNATURE AND DATE

I. PERFORMANCE

7. |_| DEFICIENCY (CHECK ALL BOXES THAT APPLY)

|_| NEW

|_| REPEAT

|_| NO DEFICIENCY NOTED

8. SERVICES SUMMARY or PWS PARAGRAPH ITEM REVIEWED

II. CONTRACTOR VALIDATION

11. CONTRACTOR REPRESENTATIVE |_| CONCUR |_| NON-CONCUR

12. CORRECTIVE ACTION ESTIMATED COMPLETION DATE

13. CONTRACTOR REPRESENTATIVE CORRECTIVE ACTION AND PREVENTION OF RECURRENCE OR REASON FOR NON-CONCURRENCE OF COR CITED DEFICIENCY

III. ACTION CORRECTED

14. |_| CONCUR |_| NON-CONCUR COR SIGNATURE AND DATE

15. COR REMARKS (REQUIRED)

16. CONTRACTOR REPRESENTATIVE REMARKS

DHA QASP Template V1 11