RFP - Attachment 3 - Quality Assurance Surveillance Plan.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN

(QASP)

FOR

Contract Library Contract

Procurement by the U.S. General Services Administration On behalf of

National Air and Space Intelligence Center Wright-Patterson Air Force Base, Ohio

NAICS 541330 – Engineering Services

Introduction

This QASP (Quality Assurance Surveillance Plan) has been developed in accordance with FAR

46.4 and requiring agency instructions and regulations, i.e., Air Force Instruction 63-124.

This QASP has been developed to provide an effective and systematic method for monitoring, evaluating, and documenting contractor performance of the requirements in the Performance Work Statement of Work (PWS). The government will monitor contractor performance to assess the acceptability of the services provided and not the details of how the contractor accomplishes the work.

The Government retains the right to inspect all services and supplies furnished under this contract in accordance with the provisions of the contract regardless of their inclusion on the attached COR Monthly Performance Evaluation Report.

Contractor Responsibility

The contractor, and not the government, shall be responsible for managing work, ensuring that performance is satisfactory and compliant with contract provisions and performing quality control and quality assurance functions to ensure that products and/or services meet contract requirements. Additionally, the contractor shall be responsible for taking all actions necessary to correct unsatisfactory, deficient, or non-compliant work.

Surveillance Monitoring

Contractor performance under this contract will be monitored by the GSA Contracting Officer’s Representative (COR) and by the National Air and Space Intelligence Center (NASIC) Chief COR and ACOR (if appointed.)

Surveillance methods will include review and analysis of end items, monitoring timeliness of deliveries, and observance of management practices and professionalism exhibited by contractor employees.

Responsibilities of the Contract Monitors

A. The Servicing Agency’s Contracting Officer’s Representative (COR) and the Requiring

Agency’s Business Chief CORs and ACORs are responsible for monitoring, evaluating, and documenting contractor performance. They will work jointly to perform the following functions.

1. Discuss performance requirements with the contractor during the pre-performance conference.

2. Establish a schedule for routine monitoring events, if applicable.

3. Review, monitor, and evaluate all items (services performed, work products, and/or delivered items) as listed on the Performance Evaluation Report in accordance with the stated performance measures. Verification of the level of performance compliance shall be performed by analysis, demonstration, inspection, or test. The evaluator shall determine the degree to which contractor performance meets the established performance standards.

4. Verify timeliness of deliveries.

5. Hold performance assessment meetings with the requiring agency’s technical representative.

6. Complete and/or compile performance documents for each evaluation period. These documents include—

a. The Contractor’s Monthly Project Status Reports, if applicable.

b. The Contractor’s Monthly Labor Hour and Expenditure Report, if applicable.

c. The COR Monthly Performance Evaluation Report - The Performance Evaluation

Report should be completed by the Chief CORs and ACORs within two weeks after the end of each evaluation period. The Performance Evaluation Report is to include the following information.

(1) Contract number

(2) Dates of the evaluation period.

(3) The standards and measures used to make performance evaluations.

(4) Input from the requiring agency’s Chief CORs and CORs, including--

(a) Observations of performance (positive, acceptable, negative, and unacceptable, including both successful achievements and deficiencies) in each of the areas listed on the COR Monthly Performance Evaluation Report. This can include observations and input from stakeholders and those reliant upon or recipients of the contractor’s performance.

(b) Notation of deficiencies or non-compliance with contract provisions, statement of work requirements, or task directives. These notations will include a narrative describing the deficiencies or non-compliance, a reference to the contractual provisions or requirement related to the deficient or non-compliant performance, and date the deficiency or non-compliance was discovered or became known.

(5) Observations of performance (positive, acceptable, negative, and unacceptable) by the Chief COR and ACOR delegated to the contract.

(6) The date and signature of the Chief CORs and ACORs on each entry.

d. Documentation of the date and time the contractor is notified of any deficiency.

This documentation shall include a copy of the written deficiency notification sent to and acknowledged by the contractor.

e. Documentation of the date and time the contracting officer is notified of any contractor deficiency.

f. Documentation of the action(s) or inaction(s) taken by the contractor to correct any deficiency.

g. Documentation shall be made on the Performance Evaluation Report (or AF Form 372, if applicable).

7. Ensure that the narrative of all observations is accurate and factual in every respect.

The narrative shall be legible and provide the evaluator’s observations, evaluation, and conclusions in precise descriptive language. Generalities, personal opinions and vague or ambiguous statements are not acceptable.

8. Provide an updated copy of the COR Monthly Performance Evaluation Report to the Contracting officer upon completion of the evaluation via ITSS Post Award Collaborations (PAC)

9. Meet with the Contracting Officer to—

a. Report the results of contractor surveillance.

b. Report the requesting agency’s acceptance of services.

c. Determine the government’s plan of action in the event of unacceptable, unsatisfactory, deficient, or non-compliant contractor performance.

10. Recommend needed changes to the QASP to the Contracting Officer.

B. The requiring agency’s Chief COR shall promptly notify the GSA COR should any significant contractor performance problem arise or become known between scheduled evaluation events.

C. The contract monitors are to be objective, fair, and consistent in evaluating contractor performance.

D. Upon completion of the contract services, all surveillance documentation shall be included in the contract file along with all other contract documents, i.e., Performance Work Statement (PWS) and addenda, and all modification, meeting reports and minutes, correspondence pertaining to this contract.

E. Contractor performance and surveillance documentation can be used to complete

Contractor performance evaluations that are submitted to the past performance data base.

Taking Corrective Actions.

The government will promptly notify the contractor of any unsatisfactory, unacceptable, deficient, non-conforming, or non-compliant performance. The contractor shall have the opportunity to review the government’s determination and provide comments.

Any contractor performance problems that result from the failure of the government to fulfill any of its obligations under the contract, upon which contractor performance is dependent, will not be assessed and documented as contractor deficiencies or non-compliance, to the extent of Government liability.

The contractor shall be responsible for correcting all unsatisfactory, unacceptable, deficient, or non-compliant performance. For firm fixed-price contracts, the cost of re-performing unsatisfactory, unacceptable, deficient, or non-compliant work will be the sole responsibility of the Contractor. For Labor-Hour contracts, the cost of re-performing unsatisfactory, unacceptable, deficient, or non-compliant work will be reimbursed at the approved labor hour rate less an amount for profit, as prescribed by paragraph (f) of the clause entitle Inspection— Time-and-Material and Labor-Hour (May 2001)(FAR 52.246-6), which is included in this contract.

Disputes between the Contractor and the Chief CORs and CORs regarding surveillance results should be referred to the Contracting Officer.

Failure of the contractor to take appropriate and timely corrective action will result in the government’s issuance of cure or show-cause notices or pursue other remedies set forth in the provisions of the contract or as provided by law.

When unsatisfactory work is not corrected or unacceptable work is not re-performed to the Government’s satisfaction, in addition to other available remedies, the Government may reduce the contract price to reflect the reduced value received. Additionally, the government reserves the right to include any incidents of unsatisfactory, unacceptable, deficient, or non-compliant performance, especially if uncorrected, in the contractor’s past performance record.

Revisions to this QASP

This QASP and its accompanying Surveillance Objectives, Measures, and Expectations and Performance Evaluation Report shall remain unchanged during the life of this contract unless modified to provide clarification or to reflect changes in the Statement of Work or other contractual provisions. All modification will be implemented by a contract modification signed by the Contracting Officer and the Contractor. Revisions to this QASP are the joint responsibility of the Contracting Officer, GSA COR, and requiring agency Business and Technical CORs.

Attachments COR Monthly Surveillance Report