QASP-Nonhuman_Primate_Colony_Maintenance.pdf

QUALITY ASSURANCE AND SURVEILLANCE PLAN

For: NHP Colony Maintenance IDIQ

Contract Number: New Requirement

Contract Description: To meet the ongoing needs of the WRAIR, the Contractor shall be awarded a new IDIQ to provide for the continued husbandry and health maintenance of a primate colony to hold and breed Specific

Pathogen Free Indian Origin (SPF IO) rhesus macaques, nonhuman primates (NHP), owned by

Walter Reed Army Institute of Research (WRAIR), and managed by WRAIR Veterinary Services Program, (VSP).

Contractor’s name: <insert contractor name> (hereafter referred to as the contractor).

Contents

1. PURPOSE

2. GOVERNMENT ROLES AND RESPONSIBILITIES

3. CONTRACTOR REPRESENTATIVES

4. PERFORMANCE REQUIREMENTS SUMMARY MATRIX

5. PERFORMANCE REPORT

6. CONTRACT DISCREPENCY REPORT (CDR)

1. PURPOSE

This Quality Assurance Surveillance Plan (QASP) provides a systematic method to evaluate performance for the stated contract. This QASP explains the following:

• What will be monitored

• How monitoring will take place

• Who will conduct the monitoring; and

• How monitoring efforts and results will be documented.

This QASP does not detail how the contractor accomplishes the work. Rather, the QASP is created with the premise that the contractor is responsible for management and quality control actions to meet the terms of the contract. It is the Government’s responsibility to be objective, fair, and consistent in evaluating performance. In addition, the

QASP should recognize that unforeseen and uncontrollable situations may occur.

This QASP is a “living document” and the Government may review and revise it on a regular basis. However, the

Government shall coordinate changes with the contractor. Updates shall ensure that the QASP remains a valid, useful, and enforceable document. Copies of the original QASP and revisions shall be provided to the contractor and Government officials implementing surveillance activities.

The following FAR clauses may apply depending on contract type:

52.246-4 Inspection of Services – Fixed-Price

2. GOVERNMENT ROLES AND RESPONSIBILITIES

The following personnel shall oversee and coordinate surveillance activities.

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 assure that the contractor receives impartial, fair, and equitable treatment under this contract. The KO is ultimately responsible for the final determination of the adequacy of the contractor’s performance.

Assigned KO: <enter name>

Organization or Agency: <enter organization or Agency name>

Telephone: <enter number>

Email: <enter address>

Contract Specialist (CS) - The CS acts as an acquisition consultant and serves as liaison between the contract office and Walter Reed Army Institute of Research (WRAIR).

Assigned CS: <enter name>

Contracting Officer’s Representative (COR) - The COR is responsible for technical administration of the contract and shall assure proper Government surveillance of the contractor’s performance. The COR shall keep a “QASP and

Performance” file. At the conclusion of the contract or when requested by the KO, the COR shall provide documentation to the KO. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf. The contractor shall refer any changes they deem may affect contract price, terms, or conditions to the KO for action.

Assigned COR: MAJ Lynn Miller

Telephone: 301-319-3160

Email: lynn.j.miller.mil@mail.mil

Other Key Government Personnel - This may include Performance Monitors, Inspectors, etc. who act on behalf of the COR to monitor performance.

Title: Director, Department of Resources and Husbandry

Name: Brian Oldham

Email: brian.g.oldham.civ@mail.mil

3. CONTRACTOR REPRESENTATIVES

The following employees of the contractor serve as the contractor’s Program Manager and Task Manager for this contract. <Communication should occur with them during QASP development. It will help if they review the draft

QASP and accept the final version. You may delete the stated roles or change the naming convention if applicable. >

Program Manager - <upon award, enter name>

Task Manager - <upon award, enter name>

Other Contractor Personnel - <upon award, enter name or delete these lines if not applicable>

Title: <enter title>

4. PERFORMANCE REQUIREMENTS SUMMARY MATRIX

# PWS Ref. Performance Objective Performance Measurement

Acceptable

Quality

Level

Method of Surveillance Incentive

1 6.2.1.

The Contractor shall develop a

Contingency Operations Plan.

A draft Contingency Operations

Plan shall be submitted with contract proposal.

Proper adherence to animal husbandry rules, regulations, and laws

Meets: 97%

Direct observation and random sampling.

Frequency: Submitted with proposal and as determined by the COR

Annotation to contractor’s past performance.

2 6.2.4.2.

The Contractor is expected to provide at least 40 research naïve (RN) 2.5-3 year old, >3.0

Kg SPF IO rhesus macaques per year.

Animal Breeding Plan Report detailing its plan to achieve the required numbers of

NHPs and then subsequent

Animal Breeding Plan reports detailing the status

Direct observation

Frequency: Submitted with proposal and as determined by the COR

Annotation to contractor’s past performance.

3 6.2.6.

The Contractor shall provide personnel trained in a manner that is consistent with

AAALACi standards.

Maintain a documented training program for its personnel

Frequency: as need by COR

Past Performance

4 6.2.8.

Contractor shall establish and maintain a written health certification program and policy concerning all COR approved visitors, staff, and guest investigators working at or visiting the breeding colony, and maintain updated records on all such individuals.

Maintain a registry of all visitors to the colony. The registry shall contain the visitor’s name, dates and time of visit and business address.

The Contractor shall provide the register to the COR.

Frequency: Monthly or as need by COR

Past Performance

5. PERFORMANCE REPORT

Contract Number: <insert number>

Prepared by: (Name of COR) <insert name>

Date and time of observation: <insert date>

Observation:

<Examples of items to include in a report are:

- Method of surveillance.

- How frequently you conducted surveillance.

- Surveillance results (Exceeds, Meets, Does Not Meet).

- Number of observations.>

Prepared by: <Enter COR’s name>

COR’s Signature Date

6. CONTRACT DEFICIENCY REPORT (CDR)

< The COR may initiate a CDR at any time, including whenever the number of monthly recorded defects for a performance standard exceeds the allowable number of defects; anytime unacceptable performance is determined critical in nature and requires formal corrective action; and whenever an unfavorable trend is detected in contractor performance.>

Contract Number: <insert number>

Contractor Project Manager: <insert name>

From: <insert name of COR>

Date and time observed discrepancy:

Contract Discrepancy:

<Describe in detail. Identify any attachments.>

Corrective action plan:

A written corrective action plan < is / is not > required.

< If a written corrective action plan is required include the following. > The contractor shall provide the COR with the Corrective Action Plan not later than < # days after receipt of this CDR. >

Prepared by: <Enter COR’s name>

COR’s Signature Date

Received by: <Enter contractor project manager’s name>

Contractor Project Manager’s Signature Date