Quality Assurance Surveillance Plan (QASP).pdf

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP) -SOLICITATION

36C25621Q0053

QUALITY ASSURANCE SURVEILLANCE PLAN

ELEVATOR INSPECTION SERVICES

For: Engineering Service

Contract Number: (The Government will enter contract number upon award.)

Contract Description: Elevator Semi-annual Inspections, Annual Safety Tests, and Five-Year Load Test Services

Contractor’s name: (hereafter referred to as the Contractor)

Period of Performance: November 1, 2020 through September 30, 2021 (Base year with four option periods that may or may not be exercised based on the needs of, and at the discretion of, the U.S. Government).

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.

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. Copies of the original QASP and revisions shall be provided to the contractor and Government officials implementing surveillance activities.

2. GOVERNMENT ROLES AND RESPONSIBILITIES

The following personnel shall oversee and coordinate surveillance activities.

a. Contracting Officer (CO) - The CO 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 CO shall also assure that the contractor receives impartial, fair, and equitable treatment under this contract. The CO is ultimately responsible for the final determination of the adequacy of the contractor’s performance.

Assigned CO: C. Robert Oravetz

Organization or Agency: Department of Veterans Affairs, Network Contracting Office (NCO) 16 Gulf Coast Veterans Health Care System, Biloxi, MS 39531

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. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf.

Assigned COR: Brandon O’Neal

c. Other Key Government Personnel: N/A

3. CONTRACTOR REPRESENTATIVES

The following employees of the contractor serve as the contractor’s program manager for this contract.

a. Program Manager: (Contractor please provide name here)

b. Other Contractor Personnel: (Contractor please enter name(s) or delete these lines if not applicable.)

Title: (Contractor please enter title(s) or delete these lines if not applicable.)

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.

Performance Requirements Summary Matrix:

The Government will use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL).

Task Standard Acceptable Quality Level

Method of Surveillance Incentive

Inspections (timeliness) Submit documentation as required

As required per stipulations in SOW Section 5

98% Periodic Inspection

Positive Past Performance & Exercise of Option Period

Certifications Current

SOW Section 4 100% 100% Compliant

Semi-annual inspections / annual safety test

As required per stipulations in SOW Sections 4 &

100% Periodic Testing

Reporting

As required per stipulations in SOW Sections 5

100% Periodic Testing

Safety requirements

SOW, All sections 100% Periodic Inspection

5. INCENTIVES

The Government shall use Exercise of Option Period and Past Performance as incentives.

Incentives shall be based on exceeding, meeting, or not meeting performance standards.

6. METHODS OF QA SURVEILLANCE

Various methods exist to monitor performance. The COR reserves the right to use the various surveillance methods listed below (in addition to the incentives previously referenced) in the administration of this QASP.

a. PERFORMANCE MANAGEMENT APPROACH. (The government representative(s) will monitor performance and review performance reports furnished by the contractor to determine how the contractor is performing against communicated performance objectives.)

b. PERIODIC INSPECTION. (Evaluates outcomes on a periodic basis. Inspections may be scheduled [Daily, Weekly, Monthly, Quarterly, or annually] or unscheduled, as required.)

c. CUSTOMER FEEDBACK. (Elements of validated user complaints. Complaints are then investigated and validated.)

e. 100% INSPECTION. (Evaluates all outcomes.)

f. REPORTING. (Demonstrates whether the contractor meets the stated objectives and/or performance standards.)

g. REVIEWS AND RESOLUTIONS. Meeting with contractor and COR and/or CO to discuss performance evaluation, such as cost, schedules, etc.)

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:

Excellent (“E”) = Exceeds Standards Satisfactory (“S”) = Meets Standards Unsatisfactory (“U”) = Fails To Meet Standards

8. DOCUMENTING PERFORMANCE

a. ACCEPTABLE PERFORMANCE

The Government shall document positive performance. Any report may become a part of the supporting documentation for any contractual action.

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 program manager.

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 has to 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 contractual action deemed necessary by the CO.

9. FREQUENCY OF MEASUREMENT

a. Frequency of Measurement.

During contract performance, the COR will periodically analyze whether the negotiated frequency of surveillance is appropriate for the work being performed.

b. Frequency of Performance Assessment Meetings.

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

(After award, both the contractor’s Program Manager and the COR shall sign this document.)

Signature – Contractor Program Manager

Signature – Contracting Officer’s Representative

Contract Discrepancy Report Contract No. Report No. for this Discrepancy:

Contractor/Manager’s Name:

From: (Name of Project Officer)

Dates Prepared:

Returned by Contractor:

Action Complete:

Discrepancy or Problem:

Signature of Contracting Officer:

To: (Contracting Officer)

From: (Contractor)

Contractor Response as to Cause, Corrective Action and Actions to Prevent Recurrence (Attach Continuation Sheet if Necessary)

Signature of Contractor Representative:

Date:

Government Evaluation:

Government Actions:

Close Out

Name Title Signature Date

Contractor Notified

Project Officer

Contracting Officer

Various methods exist to monitor performance. The COR reserves the right to use the various surveillance methods listed below (in addition to the incentives previously referenced) in the administration of this QASP.