PWS Attachment 4 - Draft QASP.docx

Attachment 4 – Draft Quality Assurance Surveillance Plan (QASP)

Joint Trauma Analysis and Prevention of Injury in Combat (JTAPIC) Internal Program Management Support (JIPMS)

Contract Number: < upon award, enter contract number> Contract Description: Internal Program Management Support Services Contractor’s Name: < upon award, enter name of Contractor > (hereafter referred to as the Contractor).

1. Vision

The Defense Health Agency (DHA) Research and Development (R&D) - Medical Research and Development Command (MRDC) vision is to lead the advancement of military medicine.

2. Mission

The DHA R&D - MRDC mission is to responsively and responsibly create, develop, acquire, and deliver capabilities for the warfighter.

3. Purpose

This Quality Assurance Surveillance Plan is a Government-developed document used to determine if the Contractor’s performance meets the performance standards contained in the contract. The QASP establishes procedures on how this assessment/inspection process will be conducted. It provides the detailed process for a continuous oversight process:

· What will be monitored

· How monitoring will take place

· Who will conduct the monitoring

· How monitoring efforts and results will be documented

The Contractor is responsible for implementing and delivering performance that meets contract standards using its Quality Control Plan. The QASP provides the structure for the Government’s surveillance of the Contractor’s performance and their Quality Assurance/Quality Control (QA/QC) actions to assure they meet 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 communication. 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.

4. Authority

Authority for issuance of this QASP is provided under Part 46 of the Federal Acquisition Regulation, Inspection of Services clauses, which provides for inspection, acceptance and documentation of the service called for in the contract or order. This acceptance is to be executed by the contracting officer or a duly authorized representative.

5. Roles and Responsibilities

The following personnel shall oversee and coordinate surveillance activities.

Program/Project Manager (PM) or Functional Services Manager (FSM) – The PM/FSM provides primary program oversight, nominates the COR, ensures the COR is trained before performing any COR duties and supports the COR’s performance assessment activities. While the PM/FSM may serve as a direct conduit to provide Government guidance and feedback to the Contractor on technical matters, they are not empowered to make any contractual commitments or any contract changes on the Government’s behalf.

Assigned PM/FSM: <enter name> Organization or Agency: <enter organization or Agency name> Telephone: <enter number> Email: <enter address>

Contracting Officer (KO) – The KO shall ensure performance of all necessary actions for effective contracting, ensure compliance with the contract terms, and shall safeguard the interests of the United States in the contractual relationship. The KO shall also ensure that the Contractor receives impartial, fair, and equitable treatment under this contract. Determine the final assessment of the Contractor’s performance.

Assigned KO: <enter name> Organization or Agency: <enter organization or Agency name> Telephone: <enter number> Email: <enter address>

Contracting Officer’s Representative (COR) – The COR is responsible for providing continuous technical oversight of the Contractor’s performance. The COR uses the QASP to conduct the oversight/surveillance process. The COR shall keep a Quality Assurance file that accurately documents the Contractor’s actual performance. The purpose is to ensure that the Contractor meets the performance standards contained in the contract. The COR is responsible for reporting early identification of performance problems to the KO. The COR is required to provide an annual performance assessment to the KO which will be used in documenting past performance. The QASP is the primary tool for surveillance of the Contractor’s quality program and help the COR to document Contractor performance. The COR is not empowered to make any contractual commitments or to authorize any contractual change on the Government’s behalf.

Assigned COR: <enter name> Organization or Agency: <enter organization or Agency name> Telephone: <enter number> Email: <enter address>

Other Key Government Personnel (enter name or delete this line if not applicable) This may include performance monitors, inspectors, technical experts, or others who provide information that helps the COR monitor Contractor performance.

Contractor Representatives

The following employees of the Contractor serve as the Contractor’s Program Manager and Task Manager for this contract. (Complete this section after the contract award)

Contractor Program Manager - <upon award, enter name> Telephone: <enter number> Email: <enter address>

Contractor Task Manager - <upon award, enter name> Telephone: <enter number> Email: <enter address>

Other Key Contractor Personnel - <upon award, enter name or delete these lines if not applicable> Title: <enter title> Telephone: <enter number> Email: <enter address>

6. Performance Requirements and Method of Surveillance

6.1. Contract Surveillance

The goal of the QASP is to ensure that Contractor performance is effectively monitored and documented. The COR’s contribution is their professional, non-adversarial relationships with the KO, PM and the Contractor, which enables positive, open and timely communications. The foundation of this relationship is built upon objective, fair, and consistent COR evaluations of Contractor performance against contract requirements. The COR uses the methods contained in this QASP to ensure the Contractor is in compliance with contract requirements. The COR function is responsible for a wide range of surveillance requirements that effectively measure and evaluate the Contractor’s performance. Additionally, this QASP is based on the premise that the Contractor, not the Government, is responsible for management and QC/QA actions to successfully meet the terms of the contract.

6.2. Surveillance Matrix

The Surveillance Matrix (Appendix 1) is the list of performance objectives and standards that must be performed by the Contractor. This matrix details the method of surveillance and frequency the COR will use to validate and inspect these performance elements. Inspection of each element will be documented in the COR file.

The Defense Federal Acquisition Regulation Supplement (DFARS) 222.17 mandates surveillance for ensuring compliance with Combatting Trafficking in Persons (CTIP) in the QASP. The Department of Defense (DoD) CTIP website is located at https://ctip.defense.gov. The CTIP Checklist (Appendix 2) will be used to ensure the Contractor is complying with CTIP and the results documented in the COR file.

Performance objectives define the desired outcomes. Performance Standards define the level of service required under the contract to successfully meet the performance objective. The inspection methodology defines how, when, and what will be assessed in measuring performance. The Government performs surveillance, using this QASP, to determine the quality of the Contractor’s performance as it relates to the performance element standards. The Performance Requirement Summary (PRS) should be used to form the foundation of the COR’s inspection checklist.

6.3. Performance Rating Definitions

The performance ratings below reflect definitions at FAR 42.1503 Table 42-1. The COR will use these rating to evaluate the quality of Contractor’s performance.

Performance Rating Definition

Note 1: Plus or minus signs may be used to indicate an improving (+) or worsening (-) trend insufficient to change the evaluation status.

Note 2: N/A (not applicable) should be used if the ratings are not going to be applied to a particular area for evaluation.

7. Performance Reporting

7.1. Corrective Action Report (CAR)

Describes how discrepancies are reported and resolved. Reference sample CAR below.

7.2. Customer Complaint Form

Reference sample Customer Complaint Form below.

7.3. Performance Assessment Report (PAR)

Reference sample Customer PAR below.

Appendix 1 – Surveillance Matrix

3.1 Objective 1 – Operations, Intelligence, Analytical, and Liaison Support for the JTAPIC PO (National Capital Region)

3.1.1 through 3.1.10

The Contractor shall perform the key tasks in accordance with the PWS.

a. Accuracy – work products and deliverables shall be accurate in the presentation, technical content, and adherence to MRDC policy.

b. Clarity – work products and deliverables shall be clear and concise.

c. Consistence to Requirements – all work products and deliverables must satisfy the key tasks stated herein.

d. Timeliness – work products shall be submitted on or before suspense date as provided with each deliverable.

e. Format – work products and deliverables shall be submitted in electronic and hard copy (where applicable). Hard copy formats shall follow any specified directives or manuals.

f. Customer Support –responses to customer inquiries (in person and via e-mail), are accurate, professional, and timely; positive attitude; friendly. Responses to inquiries are required within two (2) business days.

AQL: 95%

What: Support Area 1

How: 100% review of documents; accuracy and completeness of deliverables; continuous observation; customer feedback.

Who: COR, MRDC/JTAPIC Customers

Incentive: Positive past performance

Standard(s): Incentive applies to standards (a) through (f).

3.2 Objective 2 – Business Analysis Support and Liaison Support at SOCOM (MacDill AFB, FL)

3.2.1 through 3.2.4

a. Accuracy – work products and deliverables shall be accurate in the presentation, technical content, and adherence to MRDC policy.

c. Consistence to Requirements – all work products and deliverables must satisfy the key tasks stated herein.

d. Timeliness – work products shall be submitted on or before suspense date as provided with each deliverable.

e. Format – work products and deliverables shall be submitted in electronic and hard copy (where applicable). Hard copy formats shall follow any specified directives or manuals.

f. Customer Support –responses to customer inquiries (in person and via e-mail), are accurate, professional, and timely; positive attitude; friendly. Responses to inquiries are required within two (2) business days.

AQL: 95%

What: Support Area 2

How: 100% review of documents; accuracy and completeness of deliverables; continuous observation; customer feedback.

Who: COR, MRDC/JTAPIC Customers

3.3 Objective 3 – Business Analysis Support and Liaison Support at AFMES (JBSA, Fort Sam Houston, TX)

3.3.1 through 3.3.24

a. Accuracy – work products and deliverables shall be accurate in the presentation, technical content, and adherence to MRDC policy.

c. Consistence to Requirements – all work products and deliverables must satisfy the key tasks stated herein.

d. Timeliness – work products shall be submitted on or before suspense date as provided with each deliverable.

e. Format – work products and deliverables shall be submitted in electronic and hard copy (where applicable). Hard copy formats shall follow any specified directives or manuals.

f. Customer Support –responses to customer inquiries (in person and via e-mail), are accurate, professional, and timely; positive attitude; friendly. Responses to inquiries are required within two (2) business days.

AQL: 95%

What: Support Area 3

How: 100% review of documents; accuracy and completeness of deliverables; continuous observation; customer feedback.

Who: COR, MRDC/JTAPIC Customers

3.4 Objective 4 – Operations, Intelligence, Analytical, and Liaison Support at CENTCOM (MacDill AFB, FL)

3.4.1 through 3.4.5

a. Accuracy – work products and deliverables shall be accurate in the presentation, technical content, and adherence to MRDC policy.

c. Consistence to Requirements – all work products and deliverables must satisfy the key tasks stated herein.

d. Timeliness – work products shall be submitted on or before suspense date as provided with each deliverable.

e. Format – work products and deliverables shall be submitted in electronic and hard copy (where applicable). Hard copy formats shall follow any specified directives or manuals.

f. Customer Support –responses to customer inquiries (in person and via e-mail), are accurate, professional, and timely; positive attitude; friendly. Responses to inquiries are required within two (2) business days.

AQL: 95%

What: Support Area 4

How: 100% review of documents; accuracy and completeness of deliverables; continuous observation; customer feedback.

Who: COR, MRDC/JTAPIC Customers

Appendix 2 – Combating Trafficking in Persons Checklist

Combating Trafficking in Persons

1. Verify that the Contractor has informed its employees of the U.S. Government’s zero-tolerance CTIP policy, to include informing employees of the actions that will be taken against them for violations of this policy.

2. Verify that the Contractor has informed the KO of any information it receives (including from host country law enforcement) that alleges a contractor employee or subcontractor employee has engaged in conduct violating the CTIP policy.

3. Verify that the Contractor has informed the KO of any actions taken against Contractor employees, subcontractors, or subcontractor employees pursuant to FAR 52.222-50.

CORRECTIVE ACTION REPORT (CAR)

(If more space is needed, use reverse and identify by number)

1. CONTRACTOR

2. CONTRACT NUMBER

3. TYPE OF SERVICES

4. FUNCTIONAL AREA

5. SUSPENSE DATE

6. CONTROL NUMBER

7. DEFICIENCY |_| MAJOR |_| MINOR

FINDING:

FINDING IMPACT:

Please respond with a written corrective action plan that details the corrective action of the cited deficiency, the cause of the deficiency, and actions taken to prevent recurrence by Suspense Date in Block 5. If date was not entered in Block 5, the Contractor is not required to provide a response.

8. QUALITY ASSURANCE PERSONNEL (COR)

TYPED NAME AND GRADE

SIGNATURE AND DATE

9. ISSUING AUTHORITY

TYPED NAME AND GRADE

SIGNATURE AND DATE

10. COR RESPONSE TO CONTRACTOR CORRECTIVE ACTION AND ACTION TAKEN TO PREVENT RECURRENCE

11. COR DETERMINATION

|_| ACCEPTED |_| REJECTED

12. CLOSE DATE

CUSTOMER COMPLAINT RECORD

DATE/TIME OF COMPLAINT

SOURCE OF COMPLAINT

ORGANIZATION

BUILDING NUMBER

INDIVIDUAL

PHONE NUMBER

NATURE OF COMPLAINT

CONTRACT REFERENCE

VALIDATION

DATE/TIME CONTRACTOR INFORMED OF COMPLAINT

ACTION TAKEN BY CONTRACTOR

RECEIVED/VALIDATED BY

PERFORMANCE ASSESSMENT REPORT (PAR)

(If more space is needed, use reverse and identify by number)

4. QUALITY ASSURANCE PERSONNEL (COR) SIGNATURE AND DATE

I. PERFORMANCE

7. |_| DEFICIENCY (CHECK ALL BOXES THAT APPLY)

|_| NEW

|_| REPEAT

|_| NO DEFICIENCY NOTED

8. SERVICES SUMMARY or PWS PARAGRAPH ITEM REVIEWED

II. CONTRACTOR VALIDATION

11. CONTRACTOR REPRESENTATIVE |_| CONCUR |_| NON-CONCUR

12. CORRECTIVE ACTION ESTIMATED COMPLETION DATE

13. CONTRACTOR REPRESENTATIVE CORRECTIVE ACTION AND PREVENTION OF RECURRENCE OR REASON FOR NON-CONCURRENCE OF COR CITED DEFICIENCY

III. ACTION CORRECTED

14. |_| CONCUR |_| NON-CONCUR COR SIGNATURE AND DATE

15. COR REMARKS (REQUIRED)

6. CONTRACTOR REPRESENTATIVE REMARKS