Attachment_1_QASP.docx

Enclosure (3)

Enclosure (3) Quality Assurance Surveillance Plan (QASP) for 4K5 Engineering, Technical and Management Services (ETMS)

1. Purpose

This Quality Assurance Surveillance Plan (QASP) is a Government developed and applied document used to make sure the systematic quality assurance methods are used in the administration of the 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.

1. This task order is for engineering, technical, management and professional services to support the AD-4.11.5 Engineering, Prototyping and Business Operations, St. Inigoes, MD. Specifically, the contractor shall provide services for mechanical design, systems engineering, systems integration, installation, testing, and life cycle extensions certification, including operations of an outdoor antenna range; information assurance/cyber-security; operation, evaluation and maintenance of classified and unclassified computer hardware systems and unclassified software systems, including servers and routers; software development and documentation for adaptations to AIR-4.11 programs; installation and maintenance of IT hardware and cabling associated with scientific and technology engineering networks; IT policy and procurement support, NMCI/RDTE support, training, and lifetime support for a wide array of AIR-4.11 systems and platforms; graphics and multimedia; reports processing services; installation and maintenance of electronic security systems. AD-4.11.5 is acquiring engineering, technical and management support capabilities needed to meet the diverse rapid response missions of the Engineering Divisions of the AIR-4.11 Department and AIRWORKS.

1. This performance based task order will consist of a combination of Cost-Plus-Fixed-Fee (CPFF)/Firm-Fixed-Price (FFP) CLIN’s for labor and Cost CLIN’s for Other Direct Costs (ODC). The anticipated period of performance is for a five (5) year ordering period from 06 October 2017 to 05 October 2022. A properly executed QASP will assist the Government in achieving the objectives of this procurement.

2. 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 service 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 Quality Assurance Surveillance Plan. The contractor, and not the Government, is responsible for management and quality control actions necessary to meet the quality standards set forth in 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.

4. 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 (Procuring Contracting Officer (PCO)) or administer (Administrative Contracting Officer (ACO)) contracts and make related determination and findings on behalf of the Government. The PCO for this contract is Mr. Frank Douglass, 2.5.1. The ACO will be designated in the resulting contract. Contracting Officers are designated via a written warrant, which sets forth limitations of authority.

Contracting Officer Representative (COR) - An individual appointed in writing by the PCO to act as their authorized representative to assist in administering the contract. The COR will be appointed in the resulting service contract. The limitations of authority are contained in a written letter of appointment.

Alternate Contracting Officer Representative (ACOR) - An individual appointed in writing by the PCO to act as their authorized representative, in the absence of the COR, to assist in administering the contract. The ACOR will be appointed in the resulting task order. The limitations of authority are contained in a written letter of appointment.

Government Project Leads - The COR designates an individual Government Project Lead to assist in administering of specific efforts under the contract.

5. 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 Officer Representative – The COR is responsible for technical administration of the contract and assures proper Government surveillance of the contractor’s performance. The COR 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.

Alternate Contracting Officer Representative (ACOR) – The ACOR is responsible for technical administration of the contract and assures proper Government surveillance of the contractor’s performance. The ACOR 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.

Government Project Leads – The Government Project Lead is responsible for assisting in administering of specific efforts under the contract. A Government Project lead cannot, in any manner, alter the scope of the contract, make commitments or authorize any changes on the Government’s behalf.

6. Methods of QA Surveillance

a. Contractor Performance Assessment Reporting System (CPARS) – The market place for information technology, engineering, and management support services is very competitive. As such, the successful offeror has a vested interest in the Government generated CPARS under this contract. Additionally, an evaluation using the CPARS format will be performed at the end of each year of performance sat the task order level. This evaluation will be one determinant in performance of each sequential period. The Government for this procurement will address the quality of product or service, schedule, cost control, management responsiveness, management of key personnel, and other important areas. As this information may affect future source selections throughout DoD, and the continuation of the order, the annual Government assessment will be used appropriately as an additional performance oversight and communication tool with the QASP.

b. QASP - The below listed methods of surveillance shall be used by the COR and the Government Project Leads 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 provided herein.

7. Surveillance Enclosure (1) provides performance standards and surveillance methods for the contractor and Government Project Leads, enclosure (2) provides data performance standards and surveillance methods for the contractor and Government Project Leads, enclosure (3) provides incentives while enclosure (4) provides the checklist and means for the COR to document on a quarterly basis the results of the surveillance and shall be provided to the Contracting Officer on a quarterly basis.

8. Documentation

In addition to providing quarterly reports to the Contracting Officer, the COR 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 COR shall forward these records to the Contracting Officer at termination or completion of the contract.

9. Enclosures

Enclosure (1) – Performance and Data Performance Standards Enclosure (2) – Incentives Enclosure (3) – Surveillance Activity Checklist

PERFORMANCE STANDARDS

Required Service (Performance Requirements)

(Quality Assurance) Incentives

Provide antenna range/instrumentation facility IAW PWS Para 3.1.

The Contractor shall provide antenna range/instrumentation facility services IAW paragraph 3.1 of the PWS. Based upon feedback from the Government Project Leads, the services provided are deemed comprehensive, timely and technically acceptable.

Government Project Leads input; Quarterly feedback.

See enclosure 4.

Provide environmental simulation and test laboratory IAW PWS Para 3.2.

The Contractor shall provide environmental laboratory services IAW paragraph 3.2 of the PWS. Based upon feedback from the Government Project Leads, the services provided are deemed comprehensive, timely and technically acceptable.

See enclosure 4.

Provide engineering and prototyping IAW PWS Para 3.3.

The Contractor shall provide engineering and prototyping IAW paragraph 3.3 of the PWS. Based upon feedback from the Government Project Leads, the services provided are deemed comprehensive, timely and technically acceptable.

See enclosure 4.

Provide IT management and administration IAW PWS Para 3.4.

The Contractor shall provide IT management and administration IAW paragraph 3.4 of the PWS. Based upon feedback from the Government Project Leads, the services provided are deemed comprehensive, timely and technically acceptable.

See enclosure 4.

Provide graphics/reports processing IAW PWS Para 3.5.

The Contractor shall provide graphics/reports processing services IAW paragraph 3.5 of the PWS. Based upon feedback from the Government Project Leads, the services provided are deemed comprehensive, timely and technically acceptable.

See enclosure 4.

Provide facility coordination IAW PWS Para 3.6

The Contractor shall provide facility coordination IAW paragraph 3.6 of the PWS. Based upon feedback from the Government Project Leads, the services provided are deemed comprehensive, timely and technically acceptable.

See enclosure 4.

Provide project management IAW PWS Para 3.8

The Contractor shall provide project management IAW paragraph 3.8 of the PWS. Based upon feedback from the Government Project Leads, the services provided are deemed comprehensive, timely and technically acceptable.

See enclosure 4.

Provide administrative support IAW PWS Para 3.9

The Contractor shall provide administrative support services IAW paragraph 3.9 of the PWS. Based upon feedback from the Government Project Leads, the services provided are deemed comprehensive, timely and technically acceptable.

See enclosure 4.

See enclosure 4.

DATA PERFORMANCE STANDARDS

Description Performance Standard and Acceptable Quality Level

(AQL)

Surveillance Method/Measure Incentives

Reports associated with Technical PWS Paragraphs 3.0 through 3.10.

Unless a due date is specified, the deliverable completed 30 days after completion of tasking in accordance with CDRL requirements. 95% Acceptable on first submission to Government; 100% acceptable on subsequent submissions

Government Project Leads 100% Inspection; quarterly feedback

See enclosure 4.

Reports associated with Administrative PWS Paragraphs 5.0 through 9.0.

The deliverable is completed in accordance with the requirements cited in the CDRL. 95% Acceptable on first submission to Government; 100% acceptable on subsequent submissions

See enclosure 4.

Reports associated with Financial PWS Paragraphs 4.0.

The deliverable is completed in accordance with the requirements cited in the CDRL. 95% Acceptable on first submission to Government; 100% acceptable on subsequent submissions

See enclosure 4.

Enclosure (1) Enclosure (1)

INCENTIVES

The following incentives shall apply to performance under this contract.

Incentives

Year 1:

All measurement areas rate at least “Satisfactory” or above. Two or more areas are rated as “Very Good” or above. See * below.

Quarterly using the CPARS evaluation ratings; annually using the CPARS system covering the previous 12 months.

(+) Meet the acceptable performance definition as a condition for further task order awards.* (-) Does not meet the acceptable performance definition as a condition for further task order awards.*

Year 2:

All measurement areas rate at least “Satisfactory” or above. Two or more areas are rated as “Very Good” or above. See * below.

Quarterly using the CPARS evaluation ratings; annually using the CPARS system covering the previous 12 months.

(-) Does not meet the acceptable performance definition as a condition for further task order awards.*

Year 3:

All measurement areas rate at least “Satisfactory” or above. Two or more areas are rated as “Very Good” or above. See * below.

Quarterly using the CPARS evaluation ratings; annually using the CPARS system covering the previous 12 months.

(-) Does not meet the acceptable performance definition as a condition for further task order awards.*

Year 4:

All measurement areas rate at least “Satisfactory” or above. Two or more areas are rated as “Very Good” or above. See * below.

Quarterly using the CPARS evaluation ratings; annually using the CPARS system covering the previous 12 months.

(-) Does not meet the acceptable performance definition as a condition for further task order awards.*

Year 5:

All measurement areas rate at least “Satisfactory” or above. Two or more areas are rated as “Very Good” or above

Quarterly using the CPARS evaluation ratings; annually using the CPARS system covering the previous 12 months.

(-) Does not meet the acceptable performance definition as a condition for further task order awards.*

* The Government will not issue additional task orders unless all regulatory requirements are met and the contractor meets the acceptable performance definition.

All PWS/CDRL tasks, including SOW/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 timeliness of the contractor against the completion of the contract, task orders, milestones, delivery schedules, and administrative requirements (e.g., efforts that contribute to or affect the schedule variance).

This evaluation of the contractor’s adherence to the required delivery schedule should include the contractor’s efforts during the evaluation period that contribute to or affect the schedule variance. Also, address significance of scheduled events (e.g., design reviews), discuss causes, and assess the effectiveness of contractor corrective actions.

This element applies to contract/order closeout activities as well as contract/order performance. Instances of adverse actions such as the evaluation of liquidated damages or issuance of Cure Notices, Show Cause Notices, and Delinquency Notices is indicators of problems, which may have resulted in variance to the contract/order schedule and should be noted in the evaluation.

Questions to consider include the following:

· Is the contractor completing the design/engineering services activities in a timely manner? This includes administrative activities, as well as meeting all scheduled milestones in the design process.

· Did the contractor adequately schedule the work?

· Has the contractor met administrative milestone dates?

· Has the contractor met physical milestone dates specified by contract/order or agreed to in the project schedule?

· If the schedule has slipped through the contractor’s fault or negligence, has he taken appropriate corrective action of his own volition?

· Has the contractor furnished all required deliverables on or ahead of schedule?

· Has the contract furnished updated project schedules on a timely basis?

Cost Control – Assess the contractor’s effectiveness in forecasting, managing, and controlling contract/order cost. If the contractor is experiencing cost growth or underrun, discuss the causes and contractor-proposed solutions for the cost overruns or underruns. For contracts/orders where task or contract sizing is based upon contractor-provided person hour estimates, the relationship of these estimates to ultimate task 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. Include, as applicable, the following information:

· Does the contractor keep within the total estimated cost (what is the relationship of the negotiated costs and budgeted costs to actuals)?

· Did the contractor do anything innovative that resulted in cost savings?

· Were billings current, accurate and complete?

· Are the contractor’s budgetary internal controls adequate?

· Has the contractor provided a design that can be constructed with the available funds?

· Has the contractor notified the Government and taken necessary corrective actions when the cost estimate exceeds available funds?

Management – Assess the integration and coordination of all activity needed to execute the contract/order, specifically the timeliness, completeness and quality of problem identification, corrective action plans, proposal submittals, the contractor’s history of reasonable and cooperative behavior (to include timely identification of issues in controversy), customer satisfaction, timely award and management of subcontracts. Include, as applicable, information on the following:

· Is the contractor oriented toward the customer?

· Is interaction between the contractor and the government satisfactory or does it need improvement?

· Include the adequacy of the contractor’s accounting, billing, and estimating systems and the contractor’s management of Government Furnished Property (GFP) if a substantial amount of GFP has been provided to the contractor under the contract/order.

· Address the timeliness of awards to subcontractors and management of subcontractors, including subcontract costs. Consider efforts taken to ensure early identification of subcontract problems and the timely application of corporate resources to preclude subcontract problems from impacting overall prime contractor performance.

· Assess the prime contractor’s effort devoted to managing subcontracts and whether subcontractors were an integral part of the contractor’s team. Are the contractor’s management, on-site, and home office personnel exhibiting the capacity to adequately plan, schedule, resource, organize and otherwise manage the work? If not, describe and relate to other rated elements.

Regulatory Compliance – Assess compliance with all terms and conditions in the contract/order related to applicable regulations and codes. Consider aspects of performance such as compliance with financial, environmental (example: Clean Air Act, Clean Water Act), safety, and labor regulations as well as any other reporting requirements in the contract. Consider questions such as the following:

Has the contractor complied with all contract clauses and reporting requirements (e.g., FAPIIS, FAR Subsection 9.104-6, FAR Clause 52.209-9)?

· Has the contractor complied with Cost Accounting Standards and disclosure statements (FAR Subpart 30.2, FAR Clauses 52.230-2, 52.230-3, 52.230-6)?

· Has the contractor complied with the reporting requirements relating to recovered material content utilized in contract performance (see FAR Subpart 23.4)?

· Has the contractor complied with contractual safety requirements and labor laws (see FAR Subsection 22.407, FAR Clause 52.222-4)?

· Perform engineering surveillance to assess compliance with contractual terms for schedule, cost, and technical performance in the areas of design, development, and production (FAR Subpart 42.302).

· Has the contractor complied with specifications or other contractual requirements requiring the delivery or use of environmentally preferable products, energy-efficient products, products containing recovered materials, and biobased products (FAR Subparts 23.2, 23.4, 23.7)? Monitor the contractor's environmental practices for adverse impact on contract performance or contract cost, and for compliance with environmental requirements specified in the contract.

· Is the contractor complying with affirmative action and EEO compliance requirements (see FAR Subpart 22.8, FAR Clause 52.222-26)?

· Has the contractor complied with combating trafficking in persons (see FAR Subpart 22.17, FAR Clause 52.222-50)

Utilization of Small Business – FAR Subpart 19.7 and 15 U.S.C. 637 contains statutory requirements for complying with the Small Business Subcontracting Program. Assess whether the contractor provided maximum practicable opportunity for Small Business (including Alaska Native Corporations (ANCs) and Indian Tribes) (including Small Disadvantaged Businesses (which also includes ANCs and Indian Tribes), Women Owned Small Businesses, HUBZone, Veteran Owned, Service Disabled Veteran Owned Small Business, and ANCs and Indian Tribes that are not Small Disadvantaged Businesses or Small Businesses) to participate in contract/order performance consistent with efficient performance of the contract/order. Assess compliance with all terms and conditions in the contract/order relating to Small Business participation (including FAR 52.219-8, Utilization of Small Businesses and FAR 52.219-9, Small Business Subcontracting Plan (when required). Assess any small business participation goals, which are stated separately in the contract/order. Assess achievement on each individual goal stated within the contract/order or subcontracting plan including good faith effort if the goal was not achieved.

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

The evaluation ratings are as follows:

Exceptional – Performance meets contractual requirements and exceeds many to the Government’s benefit. The contractual performance of the task and sub-task being assessed was accomplished with few minor problems for which corrective actions taken by the Contractor were highly effective.

Very Good - Performance meets contractual requirements and exceeds some to the Government’s benefit. The contractual performance of the task and sub-task being assessed was accomplished with some minor problems for which corrective actions taken by the Contractor were effective.

Satisfactory - Performance meets contractual requirements. The contractual performance of the task and sub-task contain some minor problems for which corrective actions taken by the Contractor appear or were satisfactory.

Marginal - Performance does not meet contractual requirements. The contractual performance of the task and sub-task being assessed reflect a serious problem for which the Contractor has not yet identified corrective actions. The Contractor’s proposed actions appear only marginally effective or were not fully implemented.

Unsatisfactory – Performance does not meet most contractual requirements and recovery is not likely in a timely manner. The contractual performance of the task or sub-task contains a serious problem(s) for which the Contractor’s actions appear or were ineffective.

Enclosure (2)

Enclosure (2)

SURVEILLANCE ACTIVITY CHECKLIST

Quarterly Surveillance:

The COR will perform a quarterly assessment of Technical Performance Cost and Schedule Performance, Management and Quality of Work utilizing the CPARS evaluation rating definitions listed in Enclosure 1.

Measure

Other Areas

Provide antenna range - instrumentation facility IAW PWS Para 3.1

Government Project lead input, quarterly feedback

TBD

Provide graphics/reports operations IAW PWS Para 3.5

Provide Facility Coordination IAW PWS Para 3.6.

Provide Systems Engineering and System Acquisition IAW PWS Para 3.7.

Provide Project Management IAW PWS Para 3.8.

Provide administrative support IAW PWS Para 3.9.

Measure

Other Areas

Provide Telecommunications and Visitor Control IAW PWS Para. 3.10

Reports associated with Technical PWS Paragraphs 3.0 thru 3.10

Reports associated with Administrative PWS Paragraphs 5.0 through 9.0

Reports associated with Financial PWS Paragraphs 4.0

Quarterly Summary of Ratings:

Checklist Completed By: ____________________________

Date Completed: ____________________________

Annual Surveillance:

The COR will perform an annual assessment of overall contract performance utilizing the evaluation rating definitions listed in Enclosure 3. This annual assessment will occur at the midpoint of each year following the award of the contract and cover the previous 12 months, except for the first year of the contract which will cover only the previous 6 months.

Measure

Quality of Product or Service

Review of Quarterly Ratings.

Schedule

Cost Control

Management Responsiveness

Management of Key Personnel

Utilization of Small Business

Other Areas

Checklist Completed By: ____________________________

Date Completed: ____________________________