Mattress_Refurbishment_QASP.docx

QUALITY ASSURANCE SURVEILLANCE PLAN

Mattress Maintenance and Refurbishment Services Marine Corps Recruiting Depot (MCRD), San Diego

PREPARATION DATE: 06/15/2017

QUALITY ASSURANCE SURVEILLANCE PLAN

FOR

MCRD MATTRESS MAINTENANCE AND REFURBISHMENT SERVICES

1. Purpose. This Quality Assurance Surveillance Plan (QASP) has been developed to provide the standard of surveillance for monitoring the contract to provide support for Mattress Maintenance and Refurbishment services.

2. Authority. Authority for issuance of this QASP is provided under Part 46 of the Federal Acquisition Regulation, Inspection of Services clauses, which provide 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.

3.1 Contracting Office (KO). The KO 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 KO shall also ensure that the contractor receives impartial, fair, and equitable treatment under this contract. Determine and document the final assessment of the contractor's performance in the governments past performance tracking system.

Assigned KO: Drena J. McIntosh Regional Contracting Office, MCI WEST Telephone: 760-725-8447 Email: drena.mcintosh@usmc.mil

3.2 Technical Point of Contract (TPOC). TPOC is responsible for providing continuous technical oversight of the contractor's performance. The TPOC uses the QASP to conduct the oversight/surveillance process and 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 TPOC is responsible for reporting early identification of performance problems to the KO. They shall provide final performance assessment to the KO which will be used in documenting past performance. The QASP is the primary tool for documenting contractor performance. The TPOC is not empowered to many any contractual commitments or to authorize any contractual change on the Government's behalf.

Technical POC:

1. Sergeant Christopher P. Tafoya; christopher.tafoya@usmc.mil; (619)524-1760.

3.3 Contractor Representatives. The following employees of the contractor serve as the contractor's Program Manager for this contract.

3.3.1 To be determined at award.

4. Performance Standards. The QASP provides a systematic method to evaluate the service the Contractor is required to furnish. The TPOC will assess the Contractor’s performance to ensure the Contractor is performing up to the specified standards. The performance standards for this Performance Work Statement (PWS) are stated in the Performance Requirements Summary (PRS) included within this QASP. The standards for this procurement are subjective since specific metric-driven standards are not appropriate.

5. Management and Oversight. The QASP is based on the premise that the Contractor and not the Government, is responsible for the management and any Quality Control action required to meet the terms of the contract. The performance requirements recognize that the Contractor is not a perfect manager and that unforeseen requirements and uncontrollable problems do occur. Good management and use of an adequate Quality Control Plan will allow the Contractor to operate within specific performance requirements. QASPs are designed to be objective, fair and consistent in evaluating Contractor performance against the provided standards.

6. Acceptable Quality Levels (AQLs). AQLs have been established in the PRS and provide performance standards that the Contractor will meet in performing the contract. In the event the Contractor does not meet the established AQLs, the Contracting Officer has the right to exercise the negative incentives stated in this QASP.

7. Primary Method of Surveillance/Evaluation. The TPOC will perform evaluation based on using one of the various methods outlined in the PRS table included in this QASP. The following methods may be incorporated into the PRS to monitor contract performance:

Specific Tasks (80%): The contractor shall ensure an estimated 30 mattresses receive maintenance and refurbishment services weekly, and there shall be no more than one (1) missed week of service per quarter.

Customer Surveys and Feedback: A review method where customers and end users are surveyed to provide input on specific service levels. Such as, the Past Performance Evaluation that is completed by the customer at the end of each performance period on how the Contractor is performing the contract.

8. Negative Incentives. If any of the performance requirements does not meet the AQL set in the PRS table, the TPOC shall document the discrepancy(s) and shall notify the Contractor promptly, and the Contracting Officer, for appropriate action. When the performance is below the AQL standard, the Government may implement a negative incentive that includes increased surveillance and/or Contractor reporting.

9. Notification. The TPOC will notify the Contracting Officer, in writing, of unacceptable quality levels. The Contracting Officer will promptly provide written notification of discrepancies, or immediately if the situation significantly affects the well-being of the project. The Contractor will be given the opportunity to respond, in writing, to each discrepancy.

10. Response. The Contractor shall provide a written response to the cause and the corrective action to prevent recurrence within 10 working days after receipt of Contracting Officer’s notification. The Contractor should cite specific quality assurance program procedures or new procedures instituted to prevent recurrence.

11. Records. The TPOC will maintain contract surveillance files and emails.

12. Ratings. The following criteria will be used for performance evaluations: Exceptional, Very Good, Satisfactory, Marginal, or Unsatisfactory. Upward or downward arrows may be used to indicate an improving or worsening trend insufficient to change the assessment status.

a) Exceptional. Indicates performance meets contractual requirements and exceeds many to the Government’s benefit. The area of evaluation may contain a few minor problems for which corrective action appears highly effective.

b) Very Good. Indicates performance meets contractual requirements and exceeds some to the Government’s benefit. The area of evaluation may contain some minor problems for which corrective actions taken by the contractor was effective.

c) Satisfactory. Indicates performance clearly meets contractual requirements. The area of evaluation contains some minor problems for which corrective actions taken by the contractor appear or were satisfactory.

d) Marginal. Indicates performance does not meet some contractual requirements. The area of evaluation reflects a serious problem for which the contractor has not corrective actions. The contractors proposed actions appear only marginally effective, or were not been fully implemented.

e) Unsatisfactory. Indicates performance does not meet most contractual requirements and recovery is not likely in a timely manner. The area of evaluation contains a serious problem(s) for which the contractor’s corrective actions appear or were ineffective.

13. Documentation. Documentation used and referenced to perform surveillance may consist of monthly reports, Contractor plans and procedures, schedules, customer feedback and contract data requirements.

a. Recording Observations. Use Surveillance Logs to record information on scheduled observations and deficiencies noted. Each observation is recorded on the log. The documents then become a formal record for reference. The Contractor is to be told each time that a deficiency is found during scheduled observations. The TPOC makes a notation on the Surveillance Log of the date and time the deficiency was discovered, and subsequently requests that the Contractor initial the notation, documenting notification of the deficiency only.

b. Potential Unacceptable Performance. The TPOC must identify the specific service that is unacceptable and the possible causes, and ask a number of questions which if answered, will probably pinpoint the source of the problem.

c. Documenting Unacceptable Performance. The TPOC must attempt to resolve the problem with the Contractor. The original log and the attempted solution (along with an evaluation of results) are forwarded to the Contracting Officer through the TPOC.

The TPOC will notify the Contracting Officer of the severity of the discrepancy and the success of the solution. The Contractor shall complete a response to the unacceptable evaluation if requested by the Contracting Officer or by its own choice.

14. Taking Action.

a. The TPOC may evaluate the Contractor’s performance and document any non-compliance, but only the Contracting Officer may take action against the Contractor for an unacceptable rating.

b. When the Contractor’s performance is unacceptable and a formal action is indicated, the TPOC will determine what action is appropriate for the specific circumstances and make a recommendation to the Contracting Officer.

15. Documentation. The TPOC retains a copy of all inspection reports, schedules and surveillance activity logs during the course of the contract; and forwards them for inclusion in the contract file at the end of the surveillance period. However, when a specific service becomes unsatisfactory during a surveillance period, the inspection documentation supporting the contract discrepancy report is promptly forwarded to the Contracting Officer.

16. PERFORMANCE REQUIREMENTS SUMMARY (PRS). The performance standards for this PWS are stated in the PRS below.

Performance Standards

Objective Standard and Acceptable Quality Level (AQL) Acceptable Quality Level (AQL)

PWS

12.0

CORRECTIVE ACTION REPORT (CAR)

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

7. DEFICIENCY MAJOR MINOR

FINDING:

FINDING IMPACT:

Please respond with a written TPOC/Rrective action plan that details the TPOC/Rrective 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 (TPOC/R)

TYPED NAME AND GRADE

SIGNATURE AND DATE

9. ISSUING AUTHORITY

TYPED NAME AND GRADE

SIGNATURE AND DATE

10. TPOC/R RESPONSE TO CONTRACTOR TPOC/RRECTIVE ACTION AND ACTION TAKEN TO PREVENT RECURRENCE

ACCEPT REJECT

11. TPOC/R DETERMINATION:

12. CLOSE DATE

SOURCE OF COMPLAINT

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)

I. PERFORMANCE

II. CONTRACTOR VALIDATION

13. CONTRACTOR REPRESENTATIVE TPOC/RRECTIVE ACTION AND PREVENTION OF RECURRENCE OR REASON FOR NON-CONCURRENCE OF CORRECTED DEFICIENCY

III. ACTION TPOC/RRECTED

14. CONCUR NON-CONCUR TPOC/R SIGNATURE AND DATE

15. TPOC/R REMARKS (REQUIRED)

16. CONTRACTOR REPRESENTATIVE REMARKS