Attachment_0003_QASP_AT&CTS.pdf

Quality Assurance Surveillance Program (QASP) for Army Tracking & Certification Tracking System (AT&CTS)

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

for Army Training and Certification Tracking System license and support

1. Contract Description: The Performance Work Statement (PWS) entitled “Army Training and Certification Tracking System (AT&CTS)” defines the information technology support mission for the Chief Information Office/G6 Cybersecurity Directorate. The contractor shall provide updates, maintenance and help desk support services for the AT&CTS.

The system will manage records for Army personnel performing information assurance and cybersecurity functions. The system enables personnel at the Headquarters Department of Army and command levels to view status of personnel certifications and training and use this data for production of reports to senior Army leadership and management. The number of annual term (seat) licenses (each license is one record for a student) will be 300,000. The contractor shall provide software support for 1.4 million perpetual seat licenses previously purchased.

2. Purpose: This QASP provides a systematic method for the Contracting Officer Representative (COR) to perform monthly surveillance of the contractor’s performance in conjunction with the PWS requirements under contract. This plan describes in detail what mission requirements will be monitored; how the contractor’s performance will be assessed; who will conduct the monitoring; and how the monthly surveillance shall be documented and shared with the contractor.

Neither the PWS nor QASP provides detail as to how the contractor is to accomplish the mission under contract. Rather, the QASP is created as a tool to measure the contractor’s monthly performance and provides a method of sharing performance data with the contractor. The Contractor is responsible to establish effective and efficient management processes and quality control procedures to ensure all PWS mission requirements are met in accordance with the contract. It is the Government’s responsibility to be objective, fair, and consistent in evaluating the contractor’s performance. The COR shall take into consideration any unforeseen and uncontrollable situations during the specific rating period and annotate the impact to the mission and that the situation(s) were beyond the contractor’s control.

The Government may update the QASP based on changes in mission requirements or decide to revise the QASP on a regular basis. Any changes to the QASP will be coordinated with the Procuring Contracting Officer and the contractor. These updates will ensure the QASP remains a valid, useful, and enforceable document. Copies of the original QASP and any revisions shall be provided to the PCO, contractor and the COR responsible for performing monthly surveillance activities. The COR will provide a monthly performance report to the PCO for approval and submission into the Virtual Contracting Enterprise (VCE) – COR Management system.

3. 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.

Quality Assurance Surveillance Program (QASP) for Army Tracking & Certification Tracking System (AT&CTS)

The KO is ultimately responsible for the final determination of the adequacy of the contractor’s performance.

Assigned KO: Amanda Schanze Organization or Agency: US Army Contracting Command – Rock Island Telephone: (309) 782-1150 Email: Amanda.k.schanze.civ@mail.mil

b. Contract Specialist (KS) - The KS acts as an acquisition consultant and serves as liaison.

Assigned KS: Samantha Corelis Telephone: (309) 782-3322 Email: Samantha.k.corelis.civ@mail.mil

c. 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: Phyllis Bailey Telephone: (703) 545-1698 Email: phyllis.e.bailey2.civ@mail.mil

4. Contractor Representatives: The following employees of the contractor serve as the contractor’s Program Manager and Task Manager for this contract.

Assigned Program Manager: TBD Telephone:

Email:

Assigned Task Manager: TBD Telephone:

Email:

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

Quality Assurance Surveillance Program (QASP) for Army Tracking & Certification Tracking System (AT&CTS)

PERFORMANCE

OBJECTIVE

STANDARD

ACCEPTABLE

QUALITY LEVEL

METHOD OF

SURVEILLANCE

FREQUENCY

OF INSPECTION

ALL Contractor shall maintain a working contingent of personnel to perform all tasks.

95% Compliance within 30

100%

Inspection Weekly

PWS

3.0

Contractor shall maintain capability for users and manages to register in ATCTS

100%

Compliance

100% Inspection

Weekly

PWS

3.0

Contractor shall maintain automated interfaces with DOD manpower and training databases 100%

Compliance 100%

Inspection

Weekly

PWS

3.0

Contractor shall maintain exam vouchers management module

100% Compliance

Random Inspection

Weekly

PWS

3.0

Contractor shall maintain training and certification reports module

100% Compliance

Random Inspection

Monthly

PWS

3.0

Contractor shall maintain mobile training course registration module

100% compliance

100% inspection

Monthly

6. Methods of Quality Assurance Surveillance: Various methods exist to monitor performance. The COR shall use the surveillance methods listed below in the administration of this QASP.

a. Regardless of the surveillance method, the COR shall always contact the contractor's task manager or on-site representative when a defect is identified and inform the manager of the specifics of the problem. Discrepancy reports will be used to document issues with the contract performance. The COR, with assistance from the KO and KS shall be responsible for monitoring the contractor’s performance in meeting a specific performance standard/AQL.

b. Periodic Inspection (Uses a comprehensive evaluation of selected outputs). Monthly inspections of work products produced under the PWS tasks will be completed. In some cases weekly inspection will be performed.

c. Progress or status meetings. Quarterly progress meetings will be scheduled and held with the Program Manager, either in person on through telecommunications with COR, KO and KS.

d. Analysis of contractor's progress reports (Evaluate cost, schedule, etc.). Monthly reports will be analyzed by the COR and submitted to the KO and KS for review and posting to the VCE-COR system.

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 KO’s actions.

Quality Assurance Surveillance Program (QASP) for Army Tracking & Certification Tracking System (AT&CTS)

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:

EXCEPTIONAL: Performance significantly exceeds contract requirements to the Government’s benefit.

SATISFACTORY: Performance meets contractual requirements.

UNSATISFACTORY: Performance does not meet contractual requirements.

8. Documenting Performance: The KO will assign a COR under an authority letter.

The COR will perform monthly surveillance in accordance with this QASP. The COR shall formally document the outcome of the surveillance via a monthly COR report. The report shall be shared with the contractor and provided to the KO and KS for formal submission into the VCE-COR system.

a. Acceptable Performance. The Government shall document positive contractor performance. A report template is attached. All reports will become part of the official contract record and be used as supporting evidence for the contractor’s yearly past performance rating in CPARS and to support any invoice payments to the contractor.

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. The COR shall also notify the KO and KS who are responsible for contract administration.

c. When the COR determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR) and forward it to KO and KS for further action. The KO and KS will coordinate with the contractor’s representative regarding any actions required by the contractor. A CDR template is attached to this QASP.

d. The contractor shall acknowledge receipt of the CDR in writing to the KO, KS and COR. 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 KO, KS and COR. The Government shall review the contractor's corrective action plan to determine acceptability.

e. Any CDRs may become a part of the supporting documentation for contract payment deductions, fixed fee deductions, award fee nonpayment, or other actions deemed necessary by the KO.

Quality Assurance Surveillance Program (QASP) for Army Tracking & Certification Tracking System (AT&CTS)

9. Frequency of Measurement.

a. Frequency of Measurement. During contract/order performance, the COR shall take periodic measurements, as specified in the AQL column of the Performance Standards Summary Matrix, and shall analyze whether the negotiated frequency of measurement is appropriate for the task being performed.

b. Frequency of Performance Assessment Meetings. The COR shall meet with the contractor monthly to assess performance and shall provide a written performance report (see attached).

Quality Assurance Surveillance Program (QASP) for Army Tracking & Certification Tracking System (AT&CTS)

QUALITY ASSURANCE

SURVEILLIANCE

PERFORMANCE

REPORT

1. CONTRACT NUMBER: <insert number>

2. Prepared by: (Name of COR)

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:

Signature – Contracting Officer’s Representative Date