Shuttle QASP.pdf

NNSY NAVAL SEA SYSTEMS BADGING AND ACCESS CONTROL

QUALITY ASSURANCE SURVEILLANCE PLAN AND MATRIX

NNSY SHUTTLE SERVICES

07/08/2025

1.0 PURPOSE

This Quality Assurance Surveillance Plan (QASP) is a Government developed and applied document used to make sure that systematic quality assurance methods are used in the administration of the Performance Based Service Contract (PBSC) standards included in this contract. The intent is to ensure that the Contractor performs in accordance with performance metrics set forth in the contract documents, that the Government receives the quality of services called for in the contract and that the Government only pays for the acceptable level of services received.

2.0 AUTHORITY

This QASP is issued in accordance with FAR Part 37. Authority for issuance of this QASP is provided under FAR 52-212-4(a), Inspection/Acceptance, which provides for inspections and acceptance of the articles, services, and documentation called for in the contract to be accomplished by the Contracting Officer or their duly authorized representative.

3.0 SCOPE

The PWS establishes outcomes for all tasks with respect to contractor performance requirements for quality and completeness at the cost and within the timeframes established by the contract. The Contracting Officer Representative (COR) will be responsible to ensure that the contractor is performing in an acceptable manner that meets the Government’s requirements.

The Contractor, and not the Government, is responsible for management and quality control actions necessary to meet quality standards set forth by the contract. The QASP is put in place to provide Government surveillance oversight of the Contractor’s quality control efforts to assure that they are timely, effective and are delivering the results specified in the contract. The QASP is not a part of the contract nor is it intended to duplicate the Contractor’s Management Plan. The Government may provide the Contractor an information copy of the QASP as an Attachment to the solicitation to support the Contractor’s efforts in developing its plan for maintaining the levels of quality anticipated to be delivered under the terms of the contract.

4.0 RESPONSIBILITIES

The Government resources shall have responsibilities for the implementation of this QASP as follows:

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 – An individual designated in writing by the Contracting Officer to act as his authorized representative to assist in administering a contract. The source and authority for the COR is the Contracting Officer. COR limitations are contained in the written letter of appointment.

Technical Point of Contact – Technical Point of Contact (TPOC) provides assistance to a COR and are considered technical experts required for successful oversight of contractor performance.

TPOC may assist COR in administration, oversight and performance assessments of the contractor.

5.0 METHODS OF QA SURVEILLANCE

The below listed methods of surveillance shall be used in the administration of this QASP. The QASP Matrix (attached) describes the methods of surveillance that may be used to monitor the services and deliverables to be provided under the contract.

Random Monitoring – Random monitoring shall be conducted if and when deemed necessary to ensure compliance with the terms of the contract. The COR will conduct the random monitoring.

Random Checks/Inspections – Random checks will be conducted to ensure compliance with the terms of the contract. The COR will conduct the random monitoring. Each phase of the services rendered under this contract is subject to Government inspection during the Contractor’s operations and after completion of the task. Inspections may be routine functions performed by the COR. The COR shall maintain a Contract Discrepancy Report (CDR), a copy of which shall be provided to the Contractor. Within three (3) days, the Contractor shall reply in writing to the CDR by stating the reason for unsatisfactory performance(s) and shall identify the corrective action(s) that will be taken to prevent a repeat finding.

Customer Feedback – Customer feedback may be obtained either from the results of formal customer satisfaction surveys or from random customer complaints. Customer complaints, to be considered valid, must set forth clearly and in writing the detailed nature of the complaint, must be signed and must be forwarded to the Contractor. The Contractor shall maintain a summary log of all formally received customer complaints as well as a copy of each complaint in a documentation file.

Documentation – As required by the Contractor, the Contractor shall provide written proof of compliance with those items such as Security requirements and any other documentation as may be deemed necessary by either the COR or the Contracting Officer.

6.0 IDENTIFIED QA SURVEILLANCE ITEMS

Quality Assurance Surveillance Plan (QASP) -The contractor shall ensure quality service is provided during the duration of the contract and that methods for improving the overall quality are employed.

Offerors shall therefore prepare and submit a management/quality control plan. The plan shall discuss the Contractor’s overall approach and procedures for evaluating each of the major service areas contained in the PWS, communicating with the Government, resolving deficiencies, identifying potential improvements, and managing day to day operations.

As part of the QASP, the contractor may conduct internal quality control inspections. Results of any contractor internal quality control inspections and corrective actions taken shall be made available to the

Government for review throughout the performance of this PWS. The Government may periodically require the contractor to update/revise the QASP to ensure quality service is maintained throughout the life of the contract.

Data Deliverables -The Contractor shall provide a report of current contractor personnel on site, on a monthly basis to the COR. The report shall be in Excel format. The reports shall contain:

1. Total number of contractor personnel onboard as of the report date

2. Contractor Employee Name, Arrival/Departure Date

3. Monthly Metrics Report with the following information and attachments as needed:

a. A copy of the passenger logs including passenger name/badge, code, departing location, arriving location, and respective times. Each sheet shall have the date, driver’s name, and total number of passengers. The shuttle log shall be completed each day, even if there are no passengers for that day.

b. Available personnel records, vehicle records, and other data deemed necessary by the Contracting Officer.

c. An accurate record of all vehicle accidents, incidents, hazards, and injuries to Contractor or Government personnel or vehicle damage arising in the course of performance under this contract. This should include a description of each incident and the actions the Contractor is taking or has taken to prevent recurrence of the incident.

7.0 DOCUMENTATION

The COR will maintain a complete Quality Assurance Surveillance file. The file shall contain such documents as copies of all receiving reports, evaluations, recommendations, and any other actions related to the Government’s performance of the quality assurance function. All such records will be retained for the life of this contract.

For each item that does not meet acceptable levels, the Government may issue a Contract Discrepancy Report (CDR). CDRs will be forwarded to the Contracting Officer with a copy sent to the contractor. The contractor must reply in writing within five days of receipt identifying how future occurrences of the problem will be prevented. Based upon the contractor’s past performance and plan to solve the problem, the Contracting Officer will determine if any further action will be taken.

8.0 ANALYSIS OF CONTRACTOR PERFORMANCE

The analysis of contractor performance shall be conducted at the end of each month and serves to provide a summary of the Contractor’s performance to the Contracting Officer and the Contractor. Overall performance is important in determining whether to increase, decrease or maintain the current level of surveillance and/or whether to initiate corrective action to bring the Contractor’s work up to the standards of the specification.

QASP Matrix

If performance is within acceptable levels, it will be considered to be satisfactory. If not, overall performance may be considered unsatisfactory.

INCENTIVES/DISINCENTIVES:

The COR will make an annual report on Contractor Performance (CPARS or other annual report). The contractor’s failure to achieve satisfactory performance under the contract, reflected in the CPARS TOM’s annual report, may result in termination of the contract and may also result in the loss of future Government contracts.

In accordance with the inspection of services provisions of the contract, the contractor will be incentivized to provide quality products in a timely manner since the Government can require the Contractor, at no additional cost, to replace or correct work that fails to meet contract requirements.

For each item that does not meet acceptable levels, the Government may issue a Contract Discrepancy Report (CDR). CDRs will be forwarded to the Contracting Officer with a copy sent to the contractor. The contractor must reply in writing within 5 days of receipt identifying how future occurrences of the problem will be prevented. Based upon the contractor’s past performance and plan to solve the problem, the Contracting Officer will determine if any further action will be taken.

Performance Element

Performance Requirement

Surveillance Method

Frequency Acceptable Quality

Level

Contract Deliverables, Performance Work Statement (PWS), Section 3 and 6

Contract deliverables furnished as prescribed in the PWS

Inspection by Government representative

100% inspection of all contract deliverables.

95% of deliverables submitted timely and without rework required.

Timeliness and Accuracy

Qualified Personnel, Performance Work Statement (PWS), Sections 4 and 5

All personnel on task are fully qualified. The Contractor shall obtain appropriate permits, licenses, and appointments in compliance with applicable

Federal, state and local laws.

Inspection by Government representative Random

98% personnel fully qualified in accordance with

PWS

Overall Contract Performance

Overall contract performance of sufficient quality to earn a quality to earn a Satisfactory

(or higher) rating in the COR’s annual report on Contractor

Performance

Government representative to review

Monthly / Weekly

– as specified in the PWS

95% of deliverables submitted timely and without rework required.

Invoicing Monthly invoices per contract procedures are timely and accurate.

Review & acceptance of the invoice

Monthly 100% accuracy