QASP_for_Resources.pdf

SP7000-15-Q-1013

Quality Assurance Surveillance Plan (QASP)

In fulfillment of this effort, the Vendor shall provide the deliverables identified in PWS. All deliverables shall be submitted to the Contracting Officer’s Technical Representative (COTR) for acceptance unless otherwise agreed upon.

Unless otherwise specified, the Government will have a maximum of ten (10) working days from the day the draft deliverable is received to review the document, provide comments back to the vendor, approve or disapprove the deliverable(s). The vendor will also have a maximum of ten (10) working days from the day comments are received to incorporate all changes and submit the final deliverable to the Government. All days identified are intended to be workdays unless otherwise specified.

The format for the individual deliverables will be determined through consultation between the COTR and the vendor. The QASP identifies the methods the government will use to measure performance of the service provider against the requirements and performance standards of the PWS. The QASP consists of guidelines for performance surveillance, evaluation, reporting, deficiency notification, and adjustments.

2.4.1 Performance Requirements Summary

The tasks the Vendor shall perform are defined in the PWS. All deliverables will be submitted to the COTR for acceptance unless otherwise agreed upon.

The Government will make objective and subjective assessments of the vendor’s performance to determine whether contract performance is at 100%. The vendor is expected to perform all functions in a professional manner and prepare accurate and timely documentation. Progress will be tracked based on the milestone event when the vendor receives a specific tasking. Performance may vary with the complexity of the acquisition and/or technical document. The number of completed actions will be balanced against the quality and timeliness of this output. It is expected that the documentation and procedures will comply with all major regulatory and process requirements and agency policies and procedures.

2.4.2 Method of Surveillance

The Government will ensure quality assurance and timeliness of all tasks with 100% COR/COTR Inspections and Customer Feedback. The Government will inspect and evaluate performance of each completed task or deliverable required in the PWS.

2.4.2.1 Inspection and Acceptance Criteria

Final inspection and acceptance of all work performed, reports and other deliverables will be performed at the place of delivery by the COR/COTR. All deliverables will be inspected for content, completeness, accuracy, legibility and conformance to contract requirements by the COR/COTR. At the discretion of the Government, inspection may include validation of information or software through the use of automated tools and/or testing of the deliverables, as specified in the PWS.

If the Government finds that a draft or final deliverable contains spelling errors, grammatical errors, improper format, or otherwise does not conform to the requirements stated within the PWS, the document may be immediately rejected without further review and returned to the Vendor for correction and re-submission. If the Vendor requires additional Government guidance to produce an acceptable draft, the Vendor shall arrange a meeting with the COR/COTR.

The basis for acceptance shall be compliance with the requirements set forth in this PWS, the Vendor's proposal and other terms and conditions of the contract. Deliverable items rejected shall be corrected in accordance with the applicable clauses. Cost reimbursable items such as travel will be accepted upon receipt of proper documentation as specified in this PWS. Reports and document deliverables will be accepted when all discrepancies, errors or other deficiencies identified in writing by the Government have been corrected to the Government’s satisfaction.

The Vendor shall provide electronic copies of deliverables. Electronic copies shall be delivered via e-mail attachment or other media by mutual agreement of the parties. The electronic copies shall be compatible with the current DLA Microsoft (MS) Office products or other applications as appropriate and mutually agreed to by the parties. The Vendor shall use best commercial practices for formatting deliverables under this contract. If the draft deliverable is adequate, the Government may accept the draft and provide comments for incorporation into the final version. All of the Government's comments to deliverables must either be incorporated in the succeeding version or the Vendor must demonstrate to the Government's satisfaction why such comments should not be incorporated.

2.4.2.2 Surveillance Schedule/Staff

The specified checks and measures will be completed on daily, weekly and monthly schedules depending on the task. Specific surveillance schedules for tasks will be designated in task orders.

The surveillance staff has two components:

1. Contracting Officer: The primary function of the Contracting Officer, with regard to the surveillance activity, is to authorize changes to the PWS. The Contracting Officer is responsible for ensuring the completion of all work in accordance with the PWS, and the QASP provides a means to accomplish this. The Contracting Officer will rely on the COR/COTR to provide information and recommendations.

2. COR/COTR: The COR’s/COTR’s responsibility is to monitor and inspect, report, and make recommendations to the Contracting Officer regarding the quality of vendor work performed, or not performed.

2.4.3 General Acceptance Criteria

General quality measures, as set forth below, will be applied to each work product received from the vendor under the resultant task order. These performance measurements are defined as:

Quality

• Accuracy – Work products shall be accurate in presentation, technical content, and adherence to accepted elements of style.

• Clarity – Work products shall be clear and concise. Any/all diagrams shall be easy to understand and be relevant to the supporting narrative.

• Consistency to Requirements – All work products must satisfy the requirements of this Performance Work Statement.

• Format – Work products shall be submitted in hard copy (where applicable) and in media mutually agreed upon prior to submission. Hard copy formats shall follow any specified Directives or Manuals. All text and diagrammatic files shall be editable by the Government.

Timeliness

• Work products shall be submitted on or before the due dates determined/specified between the COR/COTR and vendor or submitted in accordance with a later scheduled date determined by the Government.

2.4.3.1 Fixed Price Payments

The following procedures will apply to the resultant task orders:

a) The vendor shall submit a monthly invoice for 100% monthly amount for each PWS task. As part of the COR’s/COTR’s monthly certification process, the COR/COTR will indicate on the invoice submitted the amounts authorized for payment for each task based on the performance measures described herein.

b) The determination for payment will be made in accordance with the procedures set forth below.

c) The COR/COTR or his/her designated representative will advise the vendor of what the

Contracting Officer’s (CO’s) authorized amount of payment will be for each month within 10 working days of submittal of the invoice. If the CO does not come to a determination or certify the invoice within 10 working days than the vendor will be provided 100% of their invoiced amount.

The vendor may direct questions on any withholding of a payment to the Contracting Officer. If the vendor demonstrates that the firm’s inability to meet performance requirements was due to a failure in Government procedure (i.e. miscommunication of facts, failure to provide the vendor with information or devices necessary to complete tasks, etc…) the payment, or some part of the payment, may be released to the vendor in a future invoicing period.

2.4.3.2 Performance Review and Payments

Below are the Performance Standards that will be used in evaluating performance on a monthly basis and in determining the amount of the payment owed to the vendor. These Performance Standards apply to the deliverables listed in Section 2.5.

100% – Meets or exceeds task order requirements in terms of timeliness and quality. COR will make a recommended determination to the CO to pay 100% of the monthly invoice amount.

95% – Meets all deliverable requirements of the PWS with only minor revisions necessary and the revisions do not adversely impact the mission of the Agency. Performance is satisfactory. The COR will make a recommended determination to the CO to pay 95% of the monthly invoice amount.

85% – Has two or more issues that were not minor such as missed milestones, quality levels of documents requiring multiple reviews and rewrites, significant or serious complaints submitted by the J-6 customers, or documents that did not comply with acquisition or policy regulations. The COR will make a recommended determination to the CO to pay 85% of the monthly invoice amount.

0% – Performance has been at a level where the Contracting Officer has had to issue one or more cure notices regarding performance. Payment for the month will be withheld pending resolution of cure notice(s). Upon satisfactory resolution of issues related to the cure notice(s), the Contracting Officer will make the final determination for the rating and corresponding payment. If issues are not resolved No payment will be made. Continually monthly performance at the unacceptable level will be at a level where a termination will be considered if the performance is not improved.

The performance of each task will be rated each month by the Contracting Officer’s Representative.

These findings will be the basis for the amount paid for the task for that month. The tasks will be rated on the performance of the vendor on the timeliness and quality of the services provided using the numeric ratings for each criterion as shown below. The scores assigned for the task will be averaged to determine the amount to be paid for that task for that month. For any average rating less than 5.0, the Contracting Officer will review the performance documentation and make the final determination for the rating.

• An average equal to 5.0 is rated 100%

• An average equal to or greater than 3.0 but less than or equal to 4.9 is rated 95%

• An average greater than 1.5 but less than 3.0 is rated 85%

• An average less than or equal to 1.5 is rated 0%

Timeliness Score

5 Meets or exceeds task order requirements in terms of timeliness of delivery

3 Meets all delivery requirements of the PWS with only minor revisions necessary and the revisions do not adversely impact the mission of the Agency

2 Has two or more issues that were not minor such as missed milestones

0 Timeliness is at a level where one or more cure notices have been issued by the Contracting Officer.

Quality Score

5 Meets or exceeds task order requirements in terms of quality of work performed.

3 Meets all quality requirements of the PWS with only minor revisions necessary and the revisions do not adversely impact the mission of the Agency

2 Have two or more issues that were not minor such as quality levels of documents requiring multiple reviews and rewrites, documents that do not comply with acquisition or policy regulations or significant complaints from DLA J6 Customers.

0 Quality of performance is at a level where one or more cure notices have been issued by the Contracting Officer.