QASP.pdf

Quality Assurance Surveillance Plan Facilities Support Services for

Mid-Atlantic Regional Maintenance Center (MARMC)

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 under the planned requirement. 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.

MARMC (Code 1150) has a requirement for facilities support services for all MARMC buildings (LF-18, CEP-200, CEP-209, CEP-160, V147, V58, Bldg 19, and Bldg 51). The scope of the requirement includes but is not limited to support for their related surrounding grounds, building systems including camera and electronic door security, HVAC, electrical and internal phone systems, energy controls and management, internal plumbing, new architectural designs, supporting graphics and specifications, and any other Command specific activities needing facility support. MARMC intends on acquiring this requirement as a directed 8(a) set-aside on a competitive basis.

The contract will be for one (1) year base period and two (2) one-year options.

A properly executed QASP will assist the Government in achieving the objectives of this procurement. It provides the detailed process for a continuous oversight process:

a. What will be monitored?

b. How the monitoring of the contract will take place?

c. Who will conduct the monitoring?

d. How the monitoring efforts and results will be documented?

The contractor is responsible for implementing and delivering performance that meets contract standards utilizing their Quality Control Plan. The QASP provides the structure for the Government's surveillance of the contractor's performance to assure that it meets 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 communications. 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. 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 by 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.

3. Government Resources The following definitions for Government resources are applicable to this plan:

Contracting Officer (KO) - 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 MARMC. 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's Representative (COR) - The COR will be appointed by the PCO/CO in the resulting contract. The limitations of authority are contained in a written letter of appointment.

4. Responsibilities The following Government resources shall have responsibility for the implementation of this QASP:

Contracting Officer (KO) – 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 who 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’s Representative (COR) – 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 authorize any changes on the Government’s behalf. Any changes the contractor deems may affect contract price, terms or conditions shall be referred to the Contracting Officer for action.

5. Methods of QA Surveillance

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

b. QASP - The surveillance methods listed in enclosure (1) shall be used by the COR 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 as Enclosure (4) herein.

6. Surveillance Enclosures (1), (2), and (3) sets forth the performance standards, incentives, and surveillance methods for the contractor and COR while enclosure (4) provides the checklist and means for the COR to document on a monthly basis the results of the surveillance and shall be provided to the Contracting Officer on a quarterly basis. Enclosure

(5) sets forth the definitions of the evaluation areas and evaluation ratings.

7. Documentation In addition to providing monthly 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.

8. Enclosures Enclosure (1) – MARMC Performance Standards Enclosure (2) – MARMC Data Standards Enclosure (3) – Incentives Enclosure (4) – Surveillance Activity Checklist Enclosure (5) – Definition of Evaluation

ENCLOSURE 1

MARMC PERFORMANCE STANDARD

Description Performance Standard and Acceptable Quality Level (AQL) Surveillance Method/Measure Incentives

Complete daily, weekly, monthly data loads

Customer requirements and objectives met, 95% error-free and on-time.

Observation by COR; monthly feedback from cognizant TPOC and SME See Enclosure (3)

Perform risk management and opportunity management tasks.

Customer requirements and objectives met, 95% error-free and on-time.

Observation by COR; monthly feedback from cognizant TPOC and SME See Enclosure (3)

Provide administrative support for the Technical and Professional Support Services.

Customer requirements and objectives met, 95% error-free and on-time.

Observation by COR; monthly feedback from cognizant TPOC and SME See Enclosure (3)

Quality Assurance. Assure continuous quality improvement in services.

Customer requirements and objectives met, 95% error-free and on-time.

Observation by COR; monthly feedback from cognizant TPOC and SME See Enclosure (3)

Security Customer requirements and objectives met error-free and on-time, every time.

Observation by COR; monthly feedback from cognizant TPOC and SME See Enclosure (3)

Contract Data Requirements List (CDRL) Delivery

Customer requirements and objectives met, 95% error-free and on-time.

Observation by COR; monthly feedback from cognizant TPOC and SME See Enclosure (3)

Perform program analysis to determine the risk to program execution due to technical and schedule aspects of the programs, reporting the results to various management levels as required.

Customer requirements and objectives met, 95% error-free and on-time.

Observation by COR; monthly feedback from cognizant TPOC and SME See Enclosure (3)

Contract Clauses; 52.222-50, Combatting Trafficking in Persons

IAW FAR 52.222-50; the Contractor shall:

(1) Notify its employees and agents of—(i) The United States Government's policy prohibiting trafficking in persons, and(ii) The actions that will be taken against employees or agents for violations of this policy; and(2) Take appropriate action, up to and including termination, against employees, agents, or subcontractors that violate the policy in paragraph (b) of this clause.(d) Notification.(1) The Contractor shall inform the Contracting Officer and the agency Inspector General immediately of—

(i) Any credible information it receives from any source (including host country law enforcement) that alleges a Contractor employee, subcontractor, subcontractor employee, or their agent has engaged in conduct that violates the policy; and(ii) Any actions taken against a Contractor employee, subcontractor, subcontractor employee, or their agent pursuant to this clause.(2) If the allegation may be associated with more than one contract, the Contractor shall inform the contracting officer for the contract with the highest dollar value. 100% compliance required due to Zero Tolerance policy.

COR to conduct periodic inspection IAW surveillance schedule. (1) Review meeting/training/signature records as proof of contractor to employee notification. (2) Vary routine inspections by time and day; be aware of how contractors treat their employees, watch for signs of abuse, restraints visible, etc. (3) Review violations and document contractor actions.

See Enclosure (3)

ENCLOSURE 2

DATA STANDARDS

Description Standard AQL Surveillance/Method/Measure Incentives

Monthly Status Report.

CDRL A001, B001, C001

Submission is in accordance with the

CDRL.

95% acceptable on first submission to Government;

100% acceptable on subsequent submissions

100% Inspection by COR See Enclosure (3

Project Weekly and Final Report. CDRL A002, B002, C002

Submission is in accordance with the

CDRL.

95% acceptable on first submission to Government;

100% acceptable on subsequent submissions

Weekly Accomplishment Report CDRL A003, B003, C003

Submission is in accordance with the

CDRL.

95% acceptable on first submission to Government;

100% acceptable on subsequent submissions

100% Inspection by COR

See Enclosure (3)

Daily Status Report CDRL A004, B004, C004

Submission is in accordance with the

CDRL.

95% acceptable on first submission to Government;

100% acceptable on subsequent submissions

100% Inspection by COR

See Enclosure (3)

Planned Maintenance Schedule CDRL A005, B005, C005

Submission is in accordance with the

CDRL.

95% acceptable on first submission to Government;

100% acceptable on subsequent submissions

100% Inspection by COR

See Enclosure (3

Design Drawings CDRL A006, B006, C006

Submission is in accordance with the

CDRL.

95% acceptable on first submission to Government;

100% acceptable on subsequent submissions

100% Inspection by COR

See Enclosure (3)

Mission Essential Services Plan CDRL A007, B007, C007

Submission is in accordance with the

CDRL.

95% acceptable on first submission to Government;

100% acceptable on subsequent submissions

ENCLOSURE 3

INCENTIVES

The following incentives shall apply to performance under this contract.

* The Government reserves the right to not exercise options unless all regulatory requirements are met and the contractor is rated satisfactory or better.

Assessment Period Acceptable Performance

Definition How Measured

Incentives

Base:

None of the measurement areas are rated “Marginal” or below.

See Encl (5).

Annual assessment period (1 year) evaluation using the CPARS format covering the previous 12 months.

(+) Meet the acceptable performance definition as a condition for exercise of option

1. * (-) Does not meet the acceptable performance definition as a condition for exercise of an option 1.*

Option 1:

None of the measurement areas

CPARS format covering the previous 12 months.

(+) Meet the acceptable performance definition as a condition for exercise of an option. 2.* (-) Does not meet the acceptable performance definition as a condition for exercise of an option. 2.*

Option 2:

2 or more measurement areas rated “Very Good” or higher.

None of the measurement areas

CPARS format covering the previous 12 months.

(+) Meet the acceptable performance definition

(-) Does not meet the acceptable performance definition

ENCLOSURE 4

PERFORMANCE STANDARDS

Description Surveillance Method/ Measures

Date Planned

Date Completed

Quality Schedule Cost Control

Business Relations

Mgmt. Other

Complete daily, weekly, monthly data loads

Observation by COR;

monthly feedback from cognizant IPT lead.

Perform risk management and opportunity management tasks.

Observation by COR;

Provide administrative support for the Technical and Professional Support Services.

Observation by COR;

Quality Assurance.

Assure continuous quality improvement in services.

Observation by COR;

Security Observation by COR;

Contract Clauses;

52.222-50, Combatting Trafficking in Persons

COR to conduct periodic inspection IAW surveillance schedule. (1) Review meeting/training/signature records as proof of contractor to employee notification. (2) Vary routine inspections by time and day; be aware of how contractors treat their employees, watch for signs of abuse, restraints visible, etc. (3) Review violations and document contractor actions.

DATA PERFORMANCE STANDARDS

Description Surveillance Method/Measures

Date Planned

Date Completed

Quality Schedule Cost Control

Business Relations

Mgt. Other

Monthly Status Report. CDRL A001 100% Inspection by COR

Project Weekly and Final Report.

CDRL A002

Weekly Accomplishment Report

CDRL A003

Daily Status Report CDRL A004 100% Inspection by COR

Planned Maintenance Schedule CDRL A005 100% Inspection by COR

Design Drawings CDRL A006 100% Inspection by COR

Mission Essential Services Plan CDRL A007 100% Inspection by COR

B001 100% Inspection by COR

CDRL B002

CDRL B003

Daily Status Report CDRL B004 100% Inspection by COR

CDRL B005 100% Inspection by COR

Design Drawings CDRL B006 100% Inspection by COR

CDRL B007 100% Inspection by COR

C001 100% Inspection by COR

CDRL C002

CDRL C003

Daily Status Report CDRL C004 100% Inspection by COR

CDRL C005 100% Inspection by COR

Design Drawings CDRL C006 100% Inspection by COR

CDRL C007 100% Inspection by COR

Monthly Surveillance:

The COR will perform a monthly assessment of Quality, Schedule, Cost Control, Business Relations, Management, and Other Areas as applicable utilizing the CPARS evaluation rating definitions listed in Enclosure (5).

Monthly Summary of Ratings:

Quality Schedule Number of Exceptional _______ Number of Exceptional ____ Number of Very Good ____ Number of Very Good ____ Number of Satisfactory ____ Number of Satisfactory ____ Number of Marginal ____ Number of Marginal ____ Number of Unsatisfactory ____ Number of Unsatisfactory ____

Cost Control Business Relations Number of Exceptional ____ Number of Exceptional ____ Number of Very Good ____ Number of Very Good ____ Number of Satisfactory ____ Number of Satisfactory ____ Number of Marginal ____ Number of Marginal ____ Number of Unsatisfactory ____ Number of Unsatisfactory ____

Management Other Areas Number of Exceptional ____ Number of Exceptional ____ Number of Very Good ____ Number of Very Good ____ Number of Satisfactory ____ Number of Satisfactory ____ Number of Marginal ____ Number of Marginal ____ Number of Unsatisfactory ____ Number of Unsatisfactory ____

Annual Surveillance:

The COR will perform an assessment of overall contract performance utilizing the CPARS evaluation rating definitions listed in Enclosure (5) and the monthly summary of ratings.

Description Surveillance Method/ Measure

Date Planned Date Completed Summary Rating/Results

Quality of Product or Service

Review of Monthly Ratings.

TBD

Schedule

Ratings.

Business Relations

Ratings

Management

Other Areas

ENCLOSURE 5

DEFINITION OF EVALUATION AREAS AND EVALUATION RATINGS

Quality of Product of 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 contractor’s adherence to the required delivery schedule by assessing the contractor’s efforts during the assessment period that contribute to or effect the schedule variance. Also address significance of scheduled events, discuss causes, and assess the effectiveness of contractor corrective actions.

Business Relations – Assess the timelines, completeness and quality of problem identification, corrective action plans, proposal submittals, the contractor’s reasonable and cooperative behavior, effective business relations, and customer satisfaction.

Management – Assess the contractor’s success with timely award and management of subcontracts. Discuss the extent to which the contractor discharges its responsibility for integration and coordination of all activity needed to execute the contract; identifies and applies resources required to meet schedule requirements; assigns responsibility for tasks/actions required by contract; communicates appropriate information to affected program elements in a timely manner. Assess the contractor’s risk mitigation plans. If applicable, identify any other management areas that are unique to the contract.

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.