QASP_RRBn_Contracting_Services_2022-2023.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN

For RRBN Recruitment Marketing Services Contract Number: TBD

Contract Description: Contract for marketing, advertising, and administrative support Contractor’s name: TBD (hereinafter referred to as the “contractor”).

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.

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, 52.246-5 Inspection of Services – Cost-Reimbursement, or 52.246-6 Inspection of Services – Time-and-Material and Labor-Hour

2. GOVERNMENT ROLES AND RESPONSIBILITIES.

The following personnel shall oversee and coordinate surveillance activities.

a. 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: NRD

b. 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 quality assurance 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.

COR: 1SG Nataniel De La O Telephone: 505-331-3029 Email: Nataniel.r.delao.mil@army.mil

3. CONTRACTOR REPRESENTATIVES:

The following employees of the contractor serve as the contractor’s Program Manager and Task Manager for this contract.

Program Manager or Point of Contact: NRD Telephone: 505-710-6024 Email: Nataniel.r.delao.mil@army.mil

4. PERFORMANCE STANDARDS.

Performance standards define desired services. The Government performs surveillance to determine if the contractor exceeds, meets, or does not meet these standards.

Contractor personnel will be evaluated on their ability to complete the functions outlined in Paragraph 5 of the Performance Work Statement. The ability of contractor-provided personnel to complete described functions and the material or substantive qualifications of those personnel as defined in the PWS shall form the basis of the Government’s assessment of the contractor’s compliance with the PWS and this QASP.

The Government shall use the above standard to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL). For the purposes of this QASP, the AQL for all tasks shall be defined as a basic ability of the contractor and its personnel to successfully perform assigned tasks within reasonable standards of time and quality. Because specific tasks may vary from circumstance to circumstance, the AQL is entirely subjective, and the final determination of whether the AQL has been met rests entirely with the Government and its representatives.

See Section 10 for specific measures.

5. METHODS OF QA SURVEILLANCE.

Various methods exist to monitor performance. The COR shall use the surveillance methods listed below in the administration of this QASP.

Regardless of the surveillance method, the COR shall always contact the contractor's task manager or on-site representative when a defect is identified and inform the manager of the specifics of the problem. The COR shall be responsible for monitoring the contractor’s performance in meeting AQL.

a. DIRECT OBSERVATION. Contractor personnel performing various tasks shall be subject to observation by Government personnel to determine whether contractor personnel are meeting

AQL.

b. PERIODIC INSPECTION. Contractor personnel from time-to-time shall be subject to periodic inspection by the Government to determine whether contractor personnel are meeting AQL. Periodic inspection may include, but is not limited to, review of work product, requests for summary of contractor or contractor personnel activities, or interviews with contractor personnel.

c. USER SURVEY. The Government may from time-to-time survey non-Government persons who interact with contractor personnel to record their impressions and subjective experiences interacting with contractor personnel. Because public interaction is an expected part of these contractor-provided services as described in the PWS, the impressions and subjective experiences of members of the public may form the basis of the Government’s determination about whether the contractor is meeting AQL.

d. PROGRESS OR STATUS MEETINGS. The Government from time-to-time shall request the attendance of the contractor or its personnel at periodic progress or status meetings to determine the progress of contractor personnel with various tasks or functions they may have been assigned. Any statements made by contractor or contractor personnel may form the basis of the Government’s determination about whether the contractor is meeting AQL.

6. QA SURVEILLANCE A BASIS FOR GOVERNMENT ACTION.

Surveillance results may be used as the basis for actions against the contractor including, but not limited to, contract rescission, withholding of certain payments, or declaring the contractor in material breach of contract.

7. RATINGS.

Metrics and methods are designed to determine if performance exceeds, meets, or does not meet a given standard and acceptable quality level. A rating scale shall be used to determine a positive, neutral, or negative outcome. The following ratings shall be used:

EXCEPTIONAL:

Performance exceeds contract requirements to the Government’s benefit.

SATISFACTORY: Performance meets contractual requirements.

UNSATISFACTORY: Performance does not meet contractual requirements.

8. DOCUMENTING PERFORMANCE.

a. ACCEPTABLE PERFORMANCE.

The Government shall document positive performance. A report template is attached. Any report may become a part of the supporting documentation for any Government action regarding the contract.

b. UNACCEPTABLE PERFORMANCE.

When unacceptable performance occurs, the COR shall inform the contractor. This will normally be in writing unless circumstances necessitate verbal communication. In any case the COR shall document the discussion and place it in the COR file.

When the COR determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR) and present it to the contractor's task manager or on-site representative. A CDR template is attached to this QASP.

The contractor shall acknowledge receipt of the CDR in writing. The CDR will specify if the contractor is required to prepare a corrective action plan to document how the contractor shall correct the unacceptable performance and avoid a recurrence. The CDR will also state how long after receipt the contractor must present this corrective action plan to the COR. The Government shall review the contractor's corrective action plan to determine acceptability.

Any CDRs may become a part of the supporting documentation for any Government action regarding the contract.

9. FREQUENCY OF MEASUREMENT.

a. Frequency of Measurement.

During contract/order performance, the COR shall take periodic measurements and shall analyze whether the negotiated frequency of measurement is appropriate for the work being performed.

b. Frequency of Performance Assessment Meetings.

The COR shall meet periodically with the contractor to assess performance and shall provide a written assessment.

10. SPECIFIC QUALITY MEASURES.

QUALITY ASSURANCE SURVEILLANCE PLAN WORKSHEET

Performance Rating

Deliverable/Service

Quality Rating Causative

Factors Effect on Mission

Action Required/Date

Each contractor person possesses or can access required equipment, required equipment is functional and clean.

PWS 5.2.

E

Comments Unnecessary for “E” QA Rating.

S

U

Each contractor person demonstrates required KSAs in ordinary course of performing contracted functions.

PWS 5.3.

E Comments Unnecessary for “E” QA Rating.

Contractor personnel demonstrate required KSAs specific to their respective positions in ordinary course of performing contracted functions. PWS 5.4.

For contractor personnel who interact with the public, no credible reported complaints about demeanor or dress.

PWS 5.4.

perform functions required of their respective positions.

PWS 5.4.

Contractor exercises due diligence in the hiring process. PWS 5.5.

Continued on Next Page follow work schedule established in PWS, or any modified work schedule authorized by

PWS. PWS 8.

follow all applicable physical & information security requirements with no identified infractions. PWS 10.

appropriately handle PII in accordance with all regulations with no identified infractions.

PWS 11.

timely complete all training requirements.

PWS 13.

Rating Description

Exceptional Performance exceeds contract requirements to the Government’s benefit.

Satisfactory Performance meets contractual requirements.

Unsatisfactory Performance does not meet contractual requirements. RRC will identify what specific element of performance does not meet contractual requirements.

Prepared by: 1SG Nataniel De La O

Signature – Contracting Officer’s Representative

PERFORMANCE REPORT

1. CONTRACT NUMBER: <insert number>

2. Prepared by: 1SG Nataniel De La O

3. Date and time of observation:

4. Observation:

None at this time

Prepared by: De La O, Nataniel R.

Signature – Contracting Officer’s Representative Date

CONTRACT DISCREPANCY REPORT (CDR)

1. Contract Number: <insert number>

2. TO: (Contractor Task Manager or on-site representative) <insert name>

3. FROM: (Name of COR) <insert name>

4. Date and time observed discrepancy:

5. DISCREPANCY OR PROBLEM:

<Describe in detail. Identify any attachments.>

5. Corrective action plan:

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

< If a written corrective action plan is required include the following. > The written Corrective Action Plan will be provided to the undersigned not later than < # days after receipt of this

CDR. >

Prepared by: Nataniel De La O, 1SG NMARNG

Signature – Contracting Officer’s Representative Date

Received by:

Signature - Contractor Task Manager or on-site representative Date

< 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.>