Quality Assurance Survelliance Plan.doc

QUALITY ASSURANCE SURVEILLANCE PLAN

A/V Equipment, Installation, Warranty and Maintenance

1. Purpose: This Quality Assurance Surveillance Plan (QASP) has been developed to provide the standard of surveillance for monitoring the contract and to provide a systematic approach for conducting the surveillance.

2. Performance Standards. The QASP provides a systematic method to evaluate and assess the service the Contractor is required to furnish. The performance standards for this Performance Work Statement (PWS) are stated in the Performance Requirements Summary (PRS) included in this QASP. The standards for this procurement are subjective since specific metric-driven standards are not appropriate.

3. Management and Oversight. The QASP is based on the premise that the Contractor and not the Government, is responsible for the management and Quality Control action required to meet the terms of the contract. Good management and use of an adequate Quality Control Plan will allow the Contractor to operate within specific performance requirements. QASPs are designed to be objective, fair and consistent in evaluation of Contractor performance against the provided standards.

4. Acceptable Quality Levels (AQLs). AQLs have been established in the PRS and provide performance standards that the Contractor will meet in performing the contract.

5. Primary Method of Surveillance/Evaluation. The COR will perform evaluation based on using one of the various methods outlined in the PRS table included in this QASP. The following methods may be incorporated into the PRS to monitor contract performance.

6. Random Inspection. Sampling method in which each unit of the population has an equal chance of being selected.

9. Customer Surveys and Feedback. A review method where customers and end users are surveyed to provide input on specific service levels.

9. Negative Incentives. If any of the performance requirement does not meet the AQL set in the PRS table, the COR shall document the discrepancy(s) and shall notify the Contractor promptly, and the Contracting Officer, on a monthly basis, for appropriate action. When the performance is below the AQL standard, the Government may implement a negative incentive that includes increased surveillance and/or Contractor reporting, as well as, documentation on the Contractor’s Performance Assessment Reporting System (CPARS).

10. Notification. The COR will notify the Contracting Officer, in writing, of unacceptable quality levels. The Contracting Officer will promptly provide written notification of discrepancies on a monthly basis, or immediately if the situation significantly affects the well-being of the project. The Contractor will be given the opportunity to respond, in writing, to each discrepancy.

11. Response. The Contractor shall provide a written response to the cause and the corrective actions to prevent recurrence within 10 working days after receipt of Contracting Officer’s notification. The Contractor should cite specific quality assurance program procedures or new procedures instituted to prevent recurrence.

12. Records. The COR will maintain contract surveillance files as directed by the Contracting Officer (KO). The COR is responsible for providing continuous technical oversight of the contractor's performance. The COR uses the QASP to conduct the oversight/surveillance process. The COR shall keep a Quality Assurance file that accurately documents the contractor's actual performance. The purpose is to ensure that the contractor meets the performance standards contained in the contract. The COR is responsible for reporting early identification of performance problems to the KO. The COR is required to provide an annual performance assessment to the KO which will be used in documenting past performance. The QASP is the primary tool for documenting contractor performance. The COR is not empowered to make any contractual commitments or to authorize any contractual change on the Government's behalf.

12.1 Contract Administrator. The Contract Administrator (CA) assigned to this requirement has the roles and responsibilities of administrative management of the contract. The CA is the central point of contact for all matters as it pertains to the terms, conditions, performance of this contract.

Assigned CA: Stephanie Larabee Organization or Agency: USMC Telephone: 910-451-1595 Email: stephanie.larabee@usmc.mil

12.2 Contractor Representatives. The following employee serve as the contractor's Contracting Officer’s Representative (COR) for this contract.

Contracting Officer’s Representative (COR): To be provided at time of award.

Telephone:

Email:

13. Ratings. The following criteria will be used for performance evaluations: Exceptional, Satisfactory, Marginal, or Unsatisfactory. Upward or downward arrows may be used to indicate and improving or worsening trend insufficient to change to the assessment status.

a. Exceptional. Indicates performance clearly exceeds contractual requirement. The area of evaluation may contain a few minor problems for which corrective action appears highly effective.

b. Satisfactory. Indicates performance clearly meets contractual requirements. The area of evaluation contains some minor problems for which the corrective actions appears satisfactory.

c. Marginal. Indicates performance meets contractual requirements. The areas of evaluation contains one or more serious problems for which corrective actions have not yet been identified, appears only marginally effective, or have not been fully implemented.

d. Unsatisfactory. Indicates the Contractor is in danger of not being able to satisfy contractual requirements and recovery is not likely in a timely manner. The area of evaluation contains one or more serious problems for which the corrective actions appear ineffective.

Documentation. Documentation used and referenced to perform surveillance will consist of monthly reports, Contractor plans and procedures, schedules, and customer feedback.

a. Recording Observations. Use Surveillance Logs to record information on scheduled observations and deficiencies noted. Each observation is recorded on the log. The documents then become a formal record for reference. The Contractor is to be told each time that a deficiency is found during scheduled observations. The COR makes a notation on the Surveillance Log of the date and time the deficiency was discovered, and subsequently requests that the Contractor initial the notation, documenting notification of the deficiency only.

b. Potential Unacceptable Performance. The COR must identify the specific service that is unacceptable and the possible causes, and ask a number of questions which if answered, will probably pinpoint the source of the problem.

c. Documenting Unacceptable Performance. The COR must attempt to resolve the problem with the Contractor. The original log and the attempted solution (along with an evaluation of results) are forwarded to the Contracting Officer through the COR.

Based on the severity of the discrepancy and the success of the solution, the COR will notify the Contracting Officer. The Contractor shall complete a response to the unacceptable evaluation if requested by the Contracting Officer or by its own choice.

Course of Action. For positive ratings in quality, the contractor will have positive feedback in the CPARS system.

If the Contractor is unable to meet any of the Acceptable Quality Levels (AQLs) outlined in the QASP, the following corrective actions will be utilized in descending order of severity;

1. COR Warning

Counseling via email

2. Contracting Officer Warning Counseling via letter

3. Program Review

Contractor submission of corrective action plan

4. Negative CPARS

Annotation of negative actions

5. Cure Notice/Termination for Default

Performance Requirement Summary (PRS). The Performance standards for this PWS are stated in the PRS below.

(2) Coordination at least 14 days in advance with COR.

Weekly and monthly random inspections.

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