QASP.doc

N68936-14-T-0001 N68936-15-R-0031

10 August 2015

Quality Assurance Surveillance Plan (QASP)

Personnel Security Medical Evaluation Services 1.

Purpose

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

This contract requirement, as defined in the Performance Work Statement (PWS) is to provide medical evaluation services to support the Personnel Security Office at the Naval Air Weapons Station and all tenants in support of the Naval Air Warfare Center Weapons Division for assessing employee eligibility to obtain or maintain access to information related to National Security.

It is anticipated that this performance based requirement will be met by issuing a Time and Material (T&M) Firm Fixed Price (FFP) contract with a period of performance of one base year and two one-year options. 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 in Section E - Inspection and Acceptance, which provides for inspection 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. In the Quality Control Plan, the Contractor, 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.

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) contracts and make related determination and findings on behalf of the Government. The PCO for this contract is Helen Xiong, Code 254300D. Contracting Officers are designated via a written warrant, which sets forth limitations of authority.

Contracting Officer’s 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 designated in the resulting contract. The limitations of authority are contained in a written letter of designation.

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’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 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.

6.

Methods of QA Surveillance

a. Contractor Performance Assessment Report System (CPARS) – The Government will perform an evaluation using CPARS format 1 month prior to the end of each period of performance. The Government will address the quality of the product or service, schedule, cost control, and business relations. This evaluation will be one determinant in performance of each sequential period. The marketplace for psychological/medical security evaluations services is very competitive; as such, the successful offeror has bested interest in the Government generated CPARS under this contract. As this information may affect future source selections throughout DoD, and future contracts, the annual Government assessment will be used appropriately as an additional performance oversight and communication tool.

b. QASP – The below listed methods of surveillance 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 herein.

c. Observation, Feedback, and Review – Unscheduled observation of products and services provided by the contractor on site and recurring review of contractor submitted reports and documentation identified in the CDRLs will be performed by the COR. Feedback from customers will be collected and used by the COR to document surveillance of technical performance.

7.

Surveillance

Enclosures (1) and (2) set forth the performance standards, incentives, and surveillance methods for the contractor and COR while Enclosure (3) provides the checklist and means for the COR to document on an annual basis the results of the surveillance and shall be provided to the Contracting Officer on an annual basis.

8.

Documentation

In addition to performing the annual surveillance, 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 Surveillance Activity 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 Quality and Data Performance Standards

Enclosure (2) Incentives

Enclosure (3) Surveillance Activity Checklist

Enclosure (1)

PERFORMANCE QUALITY STANDARDS

Required Service (Performance Requirements)

(Quality Assurance) Incentives

Provide professional medical exam services IAW PWS Para 3.1

DATA PERFORMANCE STANDARDS

Method/Measure Incentives

Enclosure (2)

INCENTIVES

The following incentives shall apply to performance under this contract.

Incentives

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

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

(-) Does not meet the acceptable performance definition as a condition for a satisfactory or positive Final CPARS rating.

* The Government will not exercise option terms unless all requirements are met and task meets the acceptable performance definition.

All PWS/CDRL tasks, including PWS/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 efforts, 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 (i.e., design reviews), discuss causes, and assess the effectiveness of contractor corrective actions.

Cost Control – Assess the contractor’s effectiveness in forecasting, managing, and controlling contract cost. Is the contractor experiencing cost growth or underrun? If so, discuss the causes and contractor-proposed solutions for the cost overruns. For contracts where task or contract sizing is based upon contractor provided person-hour estimates, the relationship of these estimates to ultimate 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.

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.

The evaluation ratings are as follows:

Performance Based Evaluation: The Government will evaluate contractor performance based on their ability to complete work specified in the scope and PWS paragraphs 3.1 through 3.10. The contractor shall be evaluated using the following ratings:

Exceptional Performance: Contractor’s performance of virtually all contract requirements consistently exceeds the acceptable standards and in addition provides numerous significant, tangible or intangible, benefits to the Government (e.g., improved quality, responsiveness, increased timeliness, or generally enhanced effectiveness of operations). The few areas for improvement are all minor. There are no recurring problems. Contractor’s management initiates effective corrective action whenever needed.

Very Good Performance: Contractor’s performance of most contract requirements is consistently above acceptable standards and provides significant tangible and intangible benefits to the Government (e.g., improved quality, responsiveness, increased timeliness, or generally enhanced effectiveness of operations). Although some areas require improvement, these areas are minor and are offset by better performance in other areas. Few, if any, recurring problems have been noted, and the contractor takes satisfactory corrective action.

Satisfactory Performance: Contractor’s performance of most contract requirements meets the acceptable standards with some tangible or intangible benefits to the Government (e.g., improved quality, responsiveness, increased timeliness, or generally enhanced effectiveness of operations). Although there are some areas of very good or excellent performance, these are more or less offset by unsatisfactory performance in other areas.

Marginal Performance: 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: Contractor’s performance of most contract requirements is inconsistent and frequently does not always meet acceptable standards. Quality, responsiveness, and timeliness in many areas require attention and action. Corrective actions have not been taken or are ineffective.

Enclosure (3)

SURVEILLANCE ACTIVITY CHECKLIST

Annual Surveillance:

The COR will perform an annual assessment of overall contract performance utilizing the CPARS evaluation rating definitions listed in Enclosure 2. The COR will perform an annual assessment of Quality, Schedule, Cost Control, and Business Relations as applicable utilizing the CPARS evaluation rating definitions listed in Enclosure 2.

Contract Requirements in accordance with the Performance Work Statement

Provide professional medical exam services IAW PWS Para 3.1

100% Inspection by the COR

Enclosure (3) cont’d Annual Summary of Ratings For:

Requirements in accordance with the PWS and Contract Data Requirements List’s (CDRL’s) Form DD-1423.

Quality of Product or Service Schedule

Number of Exceptional

Number of Very Good

Number of Satisfactory

Number of Marginal

Number of Unsatisfactory

Cost Control

Business Relations

Checklist Completed By: ____________________________

Date Completed: ____________________________