QUALITY ASSURANCE SURVEILLANCE PLAN (QASP).pdf

QUALITY ASSURANCE SURVEILLANCE PLAN

1.0 PURPOSE

This Quality Assurance Surveillance Plan (QASP) is a Government developed and applied document used to make sure that systematic quality assurance methods are used in the administration of the Performance Based Service Contract standards included in this contract. The intent is to ensure that the Contractor performs in accordance with performance metrics set forth in the contract documents, that the Government receives the quality of services called for in the contract, and that the Government only pays for the acceptable level of services received.

2.0 AUTHORITY

Authority for issuance of this QASP is provided under FAR 52.212-4(a), Inspection/Acceptance, which provides for inspections and acceptance of the articles, services, and documentation called for in the contract to be accomplished by the Contracting Officer or their duly authorized representative. The Government has the right to inspect and test all services called for by this contract to the extent practicable at all times and places during the term of provision of the services, including during the contractor’s operations and after the completion of tasks. The Government shall perform inspections and tests in a manner that will not delay contractor performance.

3.0 SCOPE

The Contractor, and not the Government, is responsible for management and quality control actions necessary to meet quality standards set forth by the contract. The QASP is put in place to provide Government surveillance oversight of the Contractor’s quality control efforts to assure that they are timely, effective and are delivering the results specified in the contract. The Government's Quality Assurance Surveillance Program is not a substitute for Quality Control by the Contractor. All costs associated with any rework are the responsibility of the Contractor.

4.0 RESPONSIBILITIES

The Government resources shall have responsibilities for the implementation of this QASP as follows:

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) – An individual designated in writing by the Contracting Officer to act as his authorized representative to assist in administering a contract.

The source and authority for the COR is the Contracting Officer. COR limitations are contained in the written letter of appointment.

5.0 SURVEILLANCE ITEMS AND METHODS OF QA SURVEILLANCE

The QASP Matrix provided in this document describes the performance requirements, acceptable quality level, and frequency of surveillance that may be used to monitor the services and deliverables to be provided under the contract. The below listed methods of surveillance are anticipated to be used in the administration of this QASP.

Customer Feedback – Customer feedback may be obtained either from the results of formal customer satisfaction surveys or from random customer complaints. Customer complaints, to be considered valid, must set forth clearly and in writing the detailed nature of the complaint, must be signed and must be forwarded to the Contractor. The Contractor shall maintain a summary log of all formally received customer complaints as well as a copy of each complaint in a documentation file.

Random Inspection – Random checks will be conducted to ensure compliance with the contract requirements. The COR or Technical Point of Contact (TPOC) will conduct the random monitoring.

Deliverable Inspections – 100% inspection by COR of all reports, invoices, and other deliverables.

6.0 DOCUMENTATION

The COR will maintain a complete Quality Assurance Surveillance file. The file shall contain such documents as copies of all receiving reports, evaluations, recommendations, and any other actions related to the Government’s performance of the quality assurance function. All such records will be retained for the life of this contract. At a minimum, the Quality Assurance Surveillance file shall contain:

Copies of letters of appointment for the COR A copy of the contract and all modifications A copy of the QASP and all subsequent revisions The names and titles of individuals on the contract administration team Memoranda for the record or minutes of any pre-performance meetings or conferences.

Memoranda for the record or minutes of any meetings or discussions with the contractor, or others, pertaining to the contract or contract performance or changes to the PWS.

Reports relating to the performance of the QA function

7.0 ANALYSIS OF CONTRACTOR PERFORMANCE

The analysis of contractor performance shall be conducted at the end of each month and serves to provide a summary of the Contractor’s performance to the Contracting Officer and the Contractor. Overall performance is important in determining whether to increase, decrease or maintain the current level of surveillance and/or whether to initiate corrective action to bring the Contractor’s work up to the standards of the specification.

8.0 INCENTIVES / DISINCENTIVES

a) COR Annual Report

The COR makes an annual report on Contractor Performance (CPARS), in accordance with NAVSUPINST 4205.3 Series. Performance that exceeds the Acceptable Quality Levels established will be reflected in the annual report, and can result in the exercise of future options. Conversely, the contractor’s failure to achieve satisfactory performance under the contract, reflected in the COR’s annual report, may result in termination of the contract/task order and may also result in the loss of future Government contracts/task orders. The contractor’s failure to achieve satisfactory performance under the contract/task order may result in the discontinuation of use of this contract once the contract ordering minimum has been met.

b) Discrepancy Report

If the Contractor's overall performance is unsatisfactory, a Discrepancy Report will be issued by the Government or his designated representative. The Contractor shall reply in writing, giving the reason(s) for unsatisfactory performance, and identify the corrective action(s) to be taken to prevent recurrence.

c) Contract Discrepancy Report (CDR)

The COR may send a CDR to the Contractor when a deficiency or deficiencies occur in the Contractor's work. CDRs will be forwarded to the Contracting Officer with a copy sent to the contractor. The Contractor shall inform the Contracting Officer’s Representative (COR) in writing, within five (5) calendar days of receipt of the report, the reason(s) for unsatisfactory performance, the action the Contractor proposes to take to remedy the deficiencies, and of the measures the Contractor plans to adopt to ensure that similar deficiencies will not reoccur in the future. Based upon the contractor’s past performance and plan to solve the problem, the Contracting Officer will determine if any further action will be taken. All costs associated with rework are the responsibility of the Contractor.

QASP MATRIX

Performance Element Performance Requirement Surveillance Method

Frequency Acceptable Quality Level

Contract Deliverables Contract deliverables furnished as prescribed in the PWS, attachments, Task Orders, etc., as applicable.

Inspection by the COR, customer feedback

Monthly - 100% inspection of all contract deliverables, assessment of customer feedback.

>95% of deliverables submitted timely and without rework required.

Invoicing Monthly invoices per contract procedures are timely and accurate. WAWF Compliance.

Review & acceptance of the invoice by COR and processing thru WAWF

Monthly 100% accuracy

Compliance with FAR Clause 52.222-50 Combating Trafficking in Persons

The COR will monitor the contractor's performance regarding trafficking in persons such that non-compliance with FAR clause 52.222-50, Combating Trafficking in Persons, is brought to the immediate attention of the contracting officer.

Inspection by the COR Inspection by the COR 100% compliance

Compliance with Enterprise-wide Contractor Manpower Reporting Application

(ECMRA)

Adherence to reporting requirement

Report to COR and COR Inspection

Annually, no later than October 31 of each calendar year 100% compliance

Corrective Action

Contract Discrepancy Reports (CDRs) and discrepancies are minimal and resolved in a timely manner

Inspection by the COR As required

>95% of deliverables submitted timely and without rework required.

Overall Contract Performance, fixed line service and maintenance

Overall contract performance of sufficient quality to earn a Satisfactory (or higher) rating in the COR’s annual report on Contractor Performance

Overall contract performance of sufficient quality to earn a

Satisfactory (or higher) rating in the COR’s annual report on

Contractor Performance

Annually

All performance elements in contract and QASP rated Satisfactory (or higher)

If performance is within acceptable levels, it will be considered to be satisfactory. If not, overall performance may be considered unsatisfactory.