QASP HQ AMC Armed Security Guard Services.pdf

CONTRACT SECURITY GUARD

QUALITY ASSURANCE SURVEILLANCE PLAN

1. PURPOSE.

This Quality Assurance Surveillance Plan (QASP) describes the surveillance procedures that will be used to monitor contract performance for guard services specified in this SOP, the PWS, Attachments, and guard orders attached, thereto.

2. BACKGROUND.

a. There is a distinct difference between quality control and quality assurance, and it is extremely important that these two separate functions are understood. When the U.S.

Government purchases services, there must be a way to attest to the value received for monies spent. To do this, the U.S. Government must be able to confirm the quantity and quality of services received conforms to contract requirements. The U.S. Government is responsible for developing and implementing procedures and assuring that the government is getting what it contracted for. These procedures are called Quality Assurance (QA). QA will be performed as specified in this Annex, and Technical Exhibits, thereto. Contractors, on the other hand, provide Quality Control (QC). The purpose of QC is to control the service process to ensure the desired level of output quality is maintained. The contractor must submit their quality control plan with their proposals.

b. If the Government receives anything less than 100% of contracted requirements, the contracting officer must act appropriately, such as deductions for services not received. Accepting anything less indicates the U.S. Government overstated its requirements. A contractor who provides anything in excess of contract requirements does so at his/her own risk.

c. Using various QA surveillance methods allows the U.S. Government to document the quality of work and draw conclusions about contract performance. Inspection methods will include direct surveillance, interviewing guard force, using CCTV to track guards in conduct of required contract requirements, accepting and evaluating complaints from HQ AMC workforce and visitors. The conclusions drawn depend on the evaluation method used and will usually include two (2) or more methods. For the purpose of this contract, all inspections will utilize the enclosed checklists. Inspections may also cover any contractual nature of support and need not be limited to just the checklists.

d. The U.S. Government QA requirements may change during any point of the contract period due to modifications or due to increased or decreased levels of contract performance. Modifications may add, delete or change the services required. The changes may require a corresponding change in the QASP. The Government has the right to change or modify inspection methods and frequencies as needs dictate.

3. QUALITY ASSURANCE (QA) PROGRAM FILES.

The COR shall either establish, maintain, or inspect QA files (physically, digitally or both) that will be used for the term of the contract, including option periods. The files shall meet the requirements of the QASP and at a usually contain the following:

a. Copy of the contract, deliver orders, and all modifications.

b. Copy of the QASP and all SOP.

c. Copy of surveillance/inspection reports and reports of corrective action

d. COR Surveillance Schedule

e. Copy of the COR appointment letter or orders.

f. Copy of COR training certificates and associated documents.

g. Current list of active contract guard personnel.

h. Current training schedule.

i. Individual Reliability Program (IRP) packet review results.

j. Copy of all correspondence pertaining to the contract (internal/external initiated).

k. Copy of all external/internal audits and inspections of the contract guard program.

4. COR QASP SURVEILLANCE, DOCUMENTATION AND REPORTING

PROCEDURES. The COR will execute the contract Quality Assurance Surveillance Plan ICW the KO. Subject matter experts in such areas as security duties/responsibility, weapons training, regulatory requirements, etc. will assist the COR in execution of the

QASP.

a. Prior to the contract start date; the COR (ICW the KO) will advise the contractor of the records that must be maintained to establish an audit trail (i.e., journals, inventory lists, guard rosters, IRP records, etc). Records must be concise and easily understandable.

b. All meetings, interactions between the COR and the contractor should also be documented and filed.

c. The COR will conduct surveillance inspections. Other appropriate personnel will accomplish guard post manning checks when designated to do so.

d. Copies and status of quality assurance inspections, with all supporting documentation, will be maintained on file.

e. Training:

(1) COR will observe/monitor (at minimum) 50% of quarterly STX training and 10% of all scheduled range firing and other training conducted IAW the contract PWS.

A written training evaluation record, in memorandum format, of COR attendance at training sessions will be maintained. The record will identify the time, date, type and location of training, number of attendees, and any deficiencies noted. A copy of the training evaluation record will be provided to the contractor or his/her site representative within five working days after completion of the training. Only the COR or KO will evaluate and verify adequacy of the contractors' training program and compliance with contract qualification requirements.

(2) COR will inspect 100% percent of contractor-maintained guard personnel and training files annually. The inspection will ensure that all guard personnel employed under the contract and listed on the current guard roster are properly trained, qualified, certified, and equipped IAW the PWS. A record of the inspection results that identify files inspected, to include deficiencies and a report of corrective action taken by the contractor, will be maintained on file.

(3) All deficiencies or unsatisfactory contractor performance will be documented.

The contractor will be notified within five working days of the incident and be provided documentation of the deficiency. The COR will note the date and time the contractor was notified of the discrepancy on the letter.

(4) The contractor will be requested to provide the COR a report of corrective action on noted deficiencies within five working days after receipt of the deficiency letter.

(5) The COR will immediately report all conditions of non-compliance that cannot be satisfactorily resolved with the Program Manager to the KO.

5. CERTIFICATION PROCEDURES FOR INVOICE PAYMENT.

The U.S. Government must have reasonable assurance that the contractor has satisfactorily performed performance before payments for services are made. The COR will validate the contractors' performance before authorizing payments. The following certification procedures apply:

a. The contractor shall provide the COR an electronic copy of payment invoices for review for accuracy and verification of satisfactory contractor performance before approval for payment utilizing the Wide Area Workflow (WAWF) online system.

b. The COR will immediately review (usually within 72 hours of receipt) each invoice. Results of the COR and QAE inspections and guard post checks will be compared by the COR to the contractor's billing invoices before COR recommends invoices for payment to ensure the government pays only for guard services rendered.

Invoiced errors noted will be corrected prior to certification for payment.

c. Any disagreement between the contractor and the COR on non-compliance or lost work hours requiring deductions of payment will be immediately referred to the KO for resolution.

d. After verifying adequacy of performance, the COR will certify invoices for payment within WAWF.

i. The COR will process all payment invoices in a timely manner to ensure the government receives any discounts and meets the requirements of the Prompt Payment Act.

6. FUNCTIONS TO BE INSPECTED.

The specific functions to be surveilled are found in above paragraphs 4e. Technical Exhibits (TE)-1, Contract Guard Quality Assurance Checklist and Form PWS 1-R, Daily Guard Roster will be used. Additional tasks shall be added as appropriate by the COR and KO when required.

7. SURVEILLANCE DOCUMENTATION & REPORTING FORMS.

Form PWS 1-R, Daily Guard Roster

TECHNICAL EXHIBITS (TE):

TE-1 Contract Guard Quality Assurance Checklist TE-2 Monthly Contractor Performance Evaluation Letter TE-3 Notification of Deficiencies Letter

TE-1 Contract Guard Quality Assurance Checklists Contract Guard Quality Assurance Guard Force / Guard Post Checklist

Post # or Name:________________________________________DTG: _______________________

COR Name and phone: ________________________________________________________

Guard Names and Badge Numbers: _____________________________________________________________

Yes No N/A A. Guard Force

1. Is the post manned in accordance with the contract guard post listing?

2. Does the post have guard orders/instructions?

3. Do the guards carry orders or are they readily available at the post?

4. Are published changes to guard orders/instructions posted at the post?

5. Are all required security SOPs, access control rosters, pass-on book, etc at the post?

6. Are reports and forms completed legibly?

Yes No N/A B. Guard Duties and Responsibilities

1. Is each guard knowledgeable of assigned duties and responsibilities?

2. Is each guard performing their mission in accordance with guard orders, security SOPs and instructions?

Yes No N/A C. Guard Uniforms/Appearance/Equipment

1. Is each guard in proper summer/winter uniform?

2. Is the uniform clean and in good appearance?

3. Does each guard have a badge that contains their name, personal picture, contractor's name and is laminated?

4. Is the badge worn on the outer most garment in full view?

5. Is each guard properly equipped?

a. Handgun

b. Ammunition

c. Flashlight (during hours of darkness/reduced visibility)

d. Nightstick

e. Whistle

f. First aid kit/pouch Yes No N/A E. Guard Post

1. Does each guard know weapons clearing procedures?

2. Is the guard post clean?

3. Are contractor furnished cleaning supplies available to maintain the guard post?

4. Does the post have a spotlight?

Note: Explain all No responses on Comments Sheet

Contract Guard Quality Assurance Checklist Comments Sheet

Post # or Name:________________________________DTG: _______________________

Comments:

TE-2 Contractor Performance Evaluation Letter

Letterhead (as appropriate) (office symbol)

MEMORANDUM FOR (Name and address of KO)

SUBJECT: Contractor Performance Evaluation, Contract # _____________________.

1. Reference: Quality Assurance Surveillance Plan (QASP) for guard services at (as appropriate).

2. The required surveillance for subject contract for the period of _________________________ was accomplished in accordance with the QASP. Contractor performance was found to be:

( ) Satisfactory. Copies of surveillance activity checklists are on file.

( ) Unsatisfactory. Copies of surveillance activity checklists and contract discrepancy reports are on file.

3. Use this paragraph for additional remarks/comments, as appropriate.

4. Point of contact this office is _______________________________________________, DSN:

_______________________________, Comm:_______________________________, Email:

Encls ___________________________ as (COR Signature)

CF:

TE-3 Notification of Deficiencies Letter

Letterhead (as appropriate) (office symbol)

MEMORANDUM FOR (Name and address of Contractor's Representative)

SUBJECT: Notification of Deficiencies, Contract # _____________________________.

1. Reference:

a. Quality Assurance Surveillance Plan (QASP) for guard services at (as appropriate).

b. Guard QASP Checklist / Guard Post Manning Checklist / Training Evaluation Record (as appropriate).

2. The required surveillance for subject contract for the period was accomplished in accordance with the QASP. A contractor performance deficiency was identified during the surveillance and is documented IAW Reference 1.b., attached as enclosure, hereto.

3. Request that a written report of corrective action planned or taken on the deficiencies noted be provided this office within five working days of receipt of this notification.

4. Use this paragraph for additional remarks/comments, as appropriate.

5. Point of contact this office is _______________________________________________, DSN:

_______________________________, Comm:_______________________________, Email:

Encls ___________________________ as (COR Signature)

CF: (as appropriate)