Attachment 6 - QASP.docx

QUALITY ASSURANCE SURVEILLANCE PLAN

For Joint Mine Resistant Ambush Protected (MRAP) Vehicle Program (JMVP) Joint Program Office Contract Support Services; Stafford, Virginia

Contract Number: M67854-XX-X-XXXX

Contract Description: To obtain technical services to support program management, acquisition, systems engineering, test and evaluation, logistics, safety, quality, and administrative support services for the JMVP.

Contractor’s name: XXXX (hereafter referred to as the contractor).

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

The following FAR clauses may apply depending on contract type:

52.246-6 Inspection of Services – FFP

2. GOVERNMENT ROLES AND RESPONSIBILITIES.

The following personnel shall oversee and coordinate surveillance activities.

a. Procuring Contracting Officer (PCO) - The PCO 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 PCO is the single point of contact for addressing performance issues. The PCO shall also assure that the contractor receives impartial, fair, and equitable treatment under this contract. The PCO is ultimately responsible for the final determination of the adequacy of the contractor’s performance.

Assigned PCO: David Hance Organization or Agency: Marine Corps Systems Command Telephone: (703) 432-2758 Email: david.hance@usmc.mil

Assigned Contract Specialist: Katherine Barker Organization or Agency: Marine Corps Systems Command Telephone: (703) 432-2775 Email: katherine.barker@usmc.mil

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 shall forward surveillance results to the Contracts Specialist / Contracting Officer and maintain a surveillance file. The Contracts Specialist / Contracting Officer shall keep a quality assurance file. 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 PCO for action.

Assigned COR: Jerry Boasmanboon Telephone: (703) 432-2790 Email: jerry.boasmanboon@usmc.mil

3. CONTRACTOR REPRESENTATIVES:

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

a. Program Manager – Telephone:

Email:

b. Task Manager – Telephone:

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 Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL).

Very Good Satisfactory Marginal Unsatisfactory Management Information Systems, Periodic Inspections, Management Feedback, Validated Customer Complaints, Progress or status meetings,

Marginal Unsatisfactory Analysis of Invoices

Marginal Unsatisfactory Analysis of Monthly Report

Marginal Unsatisfactory Analysis of Monthly Labor Hour Expenditure Report

Marginal Unsatisfactory Analysis of Organizational Charts

Very Good Satisfactory Marginal Unsatisfactory Analysis of Case Execution and Administration

Marginal Unsatisfactory JMVP Monthly Manager’s Report

5. PERFORMANCE TRACKING.

The Government shall use the documentation of past performance as an incentive. Incentives shall be in the form of performance ratings documented as exceptional, very good, satisfactory, marginal and unsatisfactory in the Contractor Performance Rating System (CPARS) as interim and annual reports. CPARS information will be posted into the Past Performance Information Retrieval System (PPIRS) per the Federal Acquisition Regulation. To learn more about past performance information, please visit http://www.ppirs.gov/. Remedies will be applied for marginal and unsatisfactory ratings; these may include re-performance at no additional cost, increased surveillance, and increased contractor reporting.

6. METHODS OF QA SURVEILLANCE.

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

Regardless of the surveillance method, the COR shall contact the Contract Specialist / Contracting Officer if a defect is identified. If substantiated, the Contract Specialist / Contracting Officer shall 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 Contracts Specialist / Contracting Officer shall be responsible for monitoring the contractor’s performance in meeting a specific performance standard/AQL.

a. MANAGEMENT INFORMATION SYSTEMS (MIS). The COR will evaluate outputs using management information reports. Management information reports will be used for general surveillance and may be supplemented by periodic inspections.

Exceptional Very Good Satisfactory Marginal Unsatisfactory

b. PERIODIC INSPECTION. Uses a comprehensive evaluation of selected outputs. Inspections may be scheduled [Daily, Weekly, Monthly, Quarterly, or annually] or unscheduled, as required.

Exceptional Very Good Satisfactory Marginal Unsatisfactory

c. MANAGEMENT FEEDBACK. Will be conducted monthly and as needed to solicit user satisfaction from Government Team Leads. May also generate periodic and 100% inspections. Rating scale for each survey item will correspond to the following:

Exceptional Very Good Satisfactory Marginal Poor

d. VALIDATED USER/MANAGEMENT COMPLAINTS. Relies on the user of the service to identify deficiencies to the COR. Complaints are forwarded to the Contracts Specialist / Contracting Officer for investigation and validation. Those found to be valid performance deficiencies with regard to the contract requirements, will be evaluated as marginal or unsatisfactory.

Marginal Unsatisfactory

e. Progress or status meetings.

Exceptional Very Good Satisfactory Marginal Unsatisfactory

f. Analysis of contractor's monthly reports. Evaluate cost, schedule, etc.

Exceptional Very Good Satisfactory Marginal Unsatisfactory

g. Analysis of invoices. Evaluates accuracy of billings such as compliance with contract, MRAP policies and procedures, and Joint Travel Regulation.

Satisfactory 100% accuracy of amount billed

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 ratings that will be used are contained in paragraph 4.0 of the Statement of Work.

8. DOCUMENTING PERFORMANCE.

a. EXCEPTIONAL, VERY GOOD, AND SATISFACTORY PERFORMANCE.

The Government shall document positive performance. A report template is attached. Any report may become a part of the supporting documentation for the Contractor’s Performance Assessment Report.

b. MARGINAL AND UNSATISFACTORY PERFORMANCE.

When unacceptable performance occurs, the COR shall inform the Contracts Specialist / Contracting Officer. If substantiated, the Contracting Specialist / Contracting officer shall inform the contractor. The Contracts Specialist / Contracting Officer will strive to work as a team with the contractor to ensure that required work in an efficient and proper manner. Less serious issues will be discussed and resolved on an impromptu basis. Meetings will be held with the Contracts Specialist / Contracting Officer to resolve issues that are more serious. The COR shall document unacceptable performance that is forwarded to the Contracts Specialist and the Contracting Officer. All issues will be documented in writing and placed in the Contracts Specialist / Contracting Officer file.

When the Contracts Specialist / Contracting Officer determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR), and present it to the contractor's task manager or on-site representative. Anytime unacceptable performance is determined critical in nature and requires formal corrective action; and whenever an unfavorable trend is detected in contractor performance the Contracts Specialist / Contracting Officer will initiate a CDR. 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 Contracts Specialist / Contracting Officer. The Government shall review the contractor's corrective action plan to determine acceptability.

Any CDRs may become a part of the supporting documentation for the Contractor’s Performance Assessment Report or other actions deemed necessary by the PCO.

9. FREQUENCY OF MEASUREMENT.

a. Frequency of Measurement.

During contract/order performance, the COR shall take periodic measurements and analyze whether the frequency of measurement is appropriate for the work being performed.

b. Frequency of Performance Assessment Meetings.

The Contracts Specialist / Contracting Officer shall meet with the contractor monthly to discuss performance and shall provide a written assessment. A formal assessment, for performance period commencing from contract award through six months from contract award, will be documented through an Interim Report in the Contractor’s Performance Appraisal Report System (CPARS). An annual assessment will be documented through CPARS.

Prepared by: Jerry Boasmanboon

Signature – Contracting Officer’s Representative

PERFORMANCE REPORT

1. CONTRACT NUMBER: M67854-XX-X-XXXX

2. Prepared by: Jerry Boasmanboon

3. Date and time of observation:

4. Observation:

<Examples of items to include in a report are:

- Method of surveillance.

- How frequently you conducted surveillance.

- Surveillance results.

- Number of observations.>

CONTRACT DISCREPANCY REPORT (CDR)

1. Contract Number: M67854-XX-X-XXXX

2. TO: XXXXXXXXXX

3. FROM: XXXXXXXX

4. Date and time observed discrepancy:

5. DISCREPANCY OR PROBLEM:

<Will describe in detail. Will identify any attachments.>

5. 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: Jerry Boasmanboon

Received by: