Quality Assurance Surveillance Plan (QASP) Recompete Warehouse_F.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN

Version – 8/7/2025

For: Warehouse Personnel Contract Contract Number: upon award, enter contract number Contract Description: Contractor warehouse, logistics and customer services in support of the U.S. Coast Guard (USCG) Auxiliary National Supply Center in Granite City, Illinois Contractor’s name: upon award, enter contractor name

1. PURPOSE.

We will be monitoring the overall warehouse inventory program. This includes monthly Warehouse Invenory Report, Monthly Workload Report, Mailing Reports and Post Meter Usage Report. The COR will receive these documents from the Program Manager at the beginning of the month, to review. Once this items are reviewed, the will be submitted in the Electronic File for the contract to serve as an audit trail. After the aftermentioned reports are validated, the COR will approve the corresponding month’s invoice for payment.

We will be adhering to the following FAR clause for Fixed-Priced Contracts:

52.246-4 Inspection of Services – Fixed-Price

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: Kenechukwu Anakor Organization or Agency: CG-9121 Telephone: 202-475-3540 Email: kenechukwu.a.anakor@uscg.mil

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.

Assigned COR: Tom Dardis Telephone: 571-607-7393 Email: Thomas.j.dardis@uscg.mil

c. Other Key Government Personnel – Randall Ellington Title: Budget Analyst Telephone: 571-610-1311 Email: randall.k.ellington@uscg.mil

3. CONTRACTOR REPRESENTATIVES:

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

a. Program Manager -

b. Telephone:

c. Email:

b. Task Manager Telephone:

Email:

c. Other Contractor Personnel - Title:

Telephone:

Email:

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.

The Performance Requirements Summary, paragraph 4 in the Performance Work Statement includes performance standards. The Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL).

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 QUALITY ASSURANCE SURVEILLANCE.

a. PERIODIC INSPECTION. (Annual Warehouse Inspection)

• The COR will visit the warehouse each spring to perform an annual inspection. During this inspection, the

COR will examine the Government Furnished Equipment to ensure safety and operability. The inspection will also cover the Warehouse Invenory Report, Monthly Workload Report, Mailing Reports and Post Meter Usage Report

b. PERFORMANCE REPORTING

• Provide a monthly Inventory Listing Report to the COTR (Deliverable #6) in accordance with Statement of Work requirements.

• Document and report to the COTR within twenty-four (24) hours of detecting all damages and inconsistencies

• Provide a receiving report to the COTR for each shipment received

• Complete all orders within five (5) business days after receipt

• Ensure the appropriate Government order form is used to process each order; all incorrect order forms shall be returned to the originator with instructions within two (2) business days of receipt

• Compile and submit to the COTR within the first ten (10) business days of each month a Special Mailings

Report (Deliverable #7)

Surveillance results may be used as the basis for actions (to include payment deductions) against the contractor. In such cases, the Inspection of Services clause in the Contract becomes the basis for the CO’s actions.

7. QUALITY ASSURANCE SURVEILLANCE PLAN TABLE

TECHNICAL AND ADMINISTRATIVE SUPPORT SERVICES TO CONDUCT SECURITY RISK

ANALYSIS

Objectives Required Service

Performance Standard

Incentives/Disincentives Method of Inspection

1. Timely distribution of orders

The Contractor shall assist the Government in managing stock levels, including but not limited to monitoring stock quantities, recommending economic order quantities, and ordering replenishments

(PWS 2.3).

All orders are shipped NLT 5 days after order placement (unless Government causes delay)

The Contractors failure to meet this performance standard may result in negative feedback in the Contractor’s performance evaluation.

Customer Surveys

8. 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 significantly exceeds contract requirements to the Government’s benefit.

SATISFACTORY: Performance meets contractual requirements.

UNSATISFACTORY: Performance does not meet contractual requirements.

9. DOCUMENTING PERFORMANCE.

a. ACCEPTABLE PERFORMANCE.

Adhereing to all the standards listed in Secton 6b under Perfomance Reporting constitutes acceptable performance. It is imperative that the contractor conduct warehouse operations with the highest level of professionalism and timeliness possible.

b. UNACCEPTABLE PERFORMANCE.

Failure to provide the following responses on more than (2) instances in a 3 Month Period, will result in an unacceptable performance

• Document and report to the COTR within twenty-four (24) hours of detecting all damages and inconsistencies

• Provide a receiving report to the COTR for each shipment received

• Complete all orders within five (5) business days after receipt

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 or on-site representative. A CDR template is attached to this QASP.

The contractor shall acknowledge receipt of the Contract Discrepancy Report (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 contract payment deductions, fixed fee deductions, award fee nonpayment, or other contractual actions deemed necessary by the KO.

10. FREQUENCY OF MEASUREMENT.

a. Frequency of Measurement.

During contract/order 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.

Contracting Officer’s Representative Date

PERFORMANCE REPORT

1. CONTRACT NUMBER: TBD

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

3. Date and time of observation:

4. Observation:

<Examples of items to include in a report are:

- Method of surveillance.

- How frequently you conducted surveillance.

- Surveillance results.

- Number of observations.>

Prepared by: <Enter COR’s name>

CONTRACT DISCREPANCY REPORT (CDR)

1. Contract Number: <insert number>

2. TO: (Contractor Program Manager, 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.>

6. 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: <Enter COR’s name>

Received by:

Contractor Program Manager, Task Manager or Date on-site representative

< 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.>