APPS_QASP_12212015.docx

Quality Assurance Surveillance Plan For Services

(REV01 – 11/30/2013)

GENERAL CONTRACT INFORMATION

Project Title: Afghan Personnel and Pay System (APPS)

Contract #: XXXXXX-XX-X-XXXX

KO: CPT Rosa Bell

COR: MAJ Anthony Passero

Contractor: Netlinks LTD

COR Contact: DSN: 318 449-4376

Contractor Contacts:

1. Purpose

This Quality Assurance Surveillance Plan is a government-developed document used to determine if the contractor’s performance meets the performance standards contained in the contract. The QASP establishes procedures on how the assessment/inspection process will be conducted. It provides the detailed process for a continuous oversight process:

What will be monitored How monitoring will take place Who will conduct the monitoring How monitoring efforts and results will be documented

The contractor is responsible for implementing and delivering performance that meets contract standards using its Quality Control Plan. The QASP provides the structure for the government’s surveillance of the contractor’s performance to assure that it meets contract standards. It is the government’s responsibility to be objective, fair and consistent in evaluating contractor performance.

The QASP is not part of the contract nor is it intended to duplicate the contractor’s quality control plan. This QASP is a living document. Flexibility in the QASP is required to allow for an increase or decrease in the level of surveillance necessary based on contractor performance.

The government may provide a copy of the QASP to the contractor to facilitate open communication. In addition, the QASP should recognize that unforeseen or uncontrollable circumstances might occur that are outside the control of the contractor.

Bottom line, the QASP should ensure early identification and resolution of performance issues to minimize impact on mission performance.

2. Authority

Authority for issuance of this QASP is provided under Part 46 of the Federal Acquisition Regulation, Inspection of Services clauses, which provides for inspection, acceptance, and documentation of the service called for in the Task Order or contract. This acceptance is to be executed by the contracting officer or a duly authorized representative.

3. Roles and Responsibilities

The following personnel shall oversee and coordinate surveillance activities.

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 ensure that the contractor receives impartial, fair, and equitable treatment under this contract. Determine the final assessment of the contractor’s performance.

Assigned KO: Ms. Suzanne Scott Organization or Agency: ECC-A RCC Capital Telephone: 318-449-1114 Email: Suzanne.l.scott@afghan.swa.army.mil

Contracting Officer’s Representative (COR) - The COR is responsible for providing continuous technical oversight of the contractor’s performance. The QASP is the primary tool for guiding the COR’s surveillance and documentation of contractor performance. The COR shall keep a surveillance file in Virtual Contracting Enterprise (VCE) COR Module 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 monthly performance assessment to the KO which will be uploaded in VCE COR module. The COR is not empowered to make any contractual commitments or to authorize any contractual change on the Government’s behalf.

Contractor Representatives - The following employees of the contractor serve as the contractor’s Program Manager and Task Manager for this contract. (Complete this section after the contract award)

Program Manager – Telephone:

Email:

4. Performance Requirements and Method of Surveillance

4.1. Contract Surveillance

The goal of the QASP is to ensure that contractor performance is effectively monitored and documented. The COR’s contribution is their professional, non-adversarial relationships with the KO and the contractor, which enables positive, open and timely communications. The foundation of this relationship is built upon objective, fair, and consistent COR evaluations of contractor performance against contract requirements.

The COR uses the methods contained in this QASP to ensure the contractor is in compliance with contract requirements. The COR function is responsible for a wide range of surveillance requirements that effectively measure and evaluate the contractor’s performance. Additionally, this QASP is based on the premise that the contractor, not the government, is responsible for management and QC/QA actions to successfully meet the terms of the contract.

Quality Assurance Surveillance Plan - Services

4.2. Inspection Methods

The Government has the right to inspect all contract deliverables at any time before acceptance. Inspections can be announced or unannounced, but they must not unduly delay work, and they must not include directions that would change the contract. The Government also has the right to reject a deliverable that does not meet contract requirements

For acquisitions of commercial items, FAR Subpart 46.202-1 requires the Government to rely on contractors’ quality assurance systems as a substitute for Government inspection and testing before the items are tendered for acceptance (unless customary practices for the supplies being acquired include in-process inspection). Any in-process inspection by the Government must be consistent with commercial practices.

For services, the COR can monitor contractor performance by using a variety of inspection methods. Before an inspection, the COR should check the contract for specific inspection and testing requirements. The COR should use a systematic approach and should ensure that the inspection methods do not interfere with the contractor’s progress or at least disrupt that progress only when absolutely necessary and as minimally as possible.

The most common inspection methods and their effective use are briefly described below:

100 Percent Inspection With this method, performance is inspected/evaluated at each occurrence. This method is often costly but can be necessary due to health, safety and other considerations.

Random Sampling Random sampling works best when the number of instances of the services being performed is very large and a statistically valid sample can be obtained.

Periodic Inspection This method, sometimes called “planned sampling," consists planned sampling at specific dates or time intervals. It may be appropriate for tasks that occur infrequently, and where 100 percent inspection or random testing is not desired.

Customer Input Although usually not a primary method, this is a valuable supplement to more systematic methods.

For example, in a case where random sampling indicates unsatisfactory service, customer complaints can be used as substantiating evidence. In certain situations where customers can be relied upon to complain consistently when the quality of performance is poor, e.g., dining facilities, building services, customer surveys and customer complaints may be a primary surveillance method, and customer satisfaction an appropriate performance standard. In all cases, complaints should be documented, preferably on a standard form.

4.3. Documentation

The COR will, in addition to providing documentation to the Contracting Officer, maintain a complete surveillance file in VCE COR Module. At a minimum, VCE COR file contents will include a copy of the contract, all modifications, Statement of Work (SOW), QASP, monthly surveillance documentation, original COR appointment letter, monthly Material Inspection & Receiving Report, and vendor invoices. All such records will be retained for the life of this contract.

4.4. Surveillance Matrix

The Surveillance Matrix (Attachment 1) is the list of performance objectives and standards that must be performed by the contractor. This matrix details the method of surveillance the COR will use to validate and inspect these performance elements. Inspection of each element will be documented in the COR file.

Performance objectives define the desired outcomes. Performance Standards define the level of service required under the contract to successfully meet the performance objective. The inspection methodology defines how, when, and what will be assessed in measuring performance. The Government performs surveillance, using this QASP, to determine the quality of the contractor’s performance as it relates to the performance element standards. The Performance Requirement Summary (PRS) should be used to form the foundation of the COR’s inspection checklist.

4.5. Performance Rating Definitions

In evaluating the quality of contractor’s performance, the following performance ratings may be used. [If your organization requires that you use a different rating mechanism, insert it here.]

Performance Rating Criteria

Excellent / Outstanding Performance meets contractual requirements and exceeds many to the Government’s benefits. The contractual performance of the element or sub- element being assessed was accomplished with no problems and contractor actions were highly effective.

problems for which corrective actions taken by the contractor were effective.

contains some minor problems for which corrective actions taken by the contractor were satisfactory.

performance reflects a serious problem for which the contractor has not yet identified corrective actions. The contractor’s proposed actions appear marginally effective or were not fully implemented.

likely in a timely manner. The contractual performance contains serious problem(s) for which the contractor’s corrective actions appear or were ineffective.

5. Performance Reporting

5.1. Performance Assessment Report

No later than the 5th of the following month, the COR will document the contractor’s performance by completing a Monthly Status Report in VCE COR Module. The Monthly Status Report will not be considered finalized until reviewed and approved by the contracting officer.

5.2. Combating Trafficking in Persons (CTIP) Surveillance

The COR will accomplish periodic CTIP surveillance, using the checklist in Attachment 2, no less than twice annually to ensure contractors and subcontractors at all tiers are not suspected of violations of the law with respect to human trafficking, humane living conditions and withholding of passports. Completed surveillance checklist and other supporting documentation will be uploaded into VCE COR Module and concerns reported to the contracting officer immediately.

The contractor is required to submit a CTIP report quarterly on its CTIP execution and compliance with FAR Clause 52.222-50 and CJTSCC AI Clause 5152.222-5900 (or successor clause). The contracting officer or COR shall upload the contractor's CDRL deliverables into VCE COR Module, Miscellaneous Documents section, immediately upon receipt.

Appendix 1 - Surveillance Matrix

Contractor shall ensure the system meets the best practices and standards as set forth in the 2015 Society for Human Resource Management, to include, but not limited to all requirements defined in System Level Tasks description detailed in this paragraph.

Documentation / Transition Plan

Authorizations Module (TASHKIL): This module will match and validate personnel and equipment existence against an official authorized slot of employment. These ERP Modules shall meet all requirements as defined within this section to include Recruitment, Personnel Management, Compensation, Payroll Generation, Retirement/Pension, and Reports Modules.

The contractor shall develop and deploy training for the APPS system. Training shall be targeted for each ministry and shall reflect the critical training objectives to include, but not limited to: APPS transactional processes for each module, Analytical tools, Reports generation, All business process execution for each module, Basic computer skills, Protecting Personally Identifiable Information, Importance of protecting the APPS information and data, Data at Rest requirements as detailed in this section.

Plan

The contractor shall be responsible for the sustainment and support of all hardware, software, and peripherals associated with the APPS program as defined within this section.

The contractor shall develop and deliver for US Government approval a preventive maintenance service plan based on the hardware and software components developed and delivered as part of the APPS system. Plan shall at a minimum shall include detailed requirements for routine and non-routine maintenance requirements as defined in this section. Preventative maintenance inspections and work shall be conducted on a weekly basis with a monthly report to the ministry and U.S. Government.

The contractor shall deliver Deliverable Items per schedule defined in PWS.

100% Compliant Deliverable Documents

The contractor is required to submit a CTIP report quarterly on its CTIP execution and compliance with FAR Clause 52.222-50 and CJTSCC AI Clause 952.222-0001 (or successor clause) 100% compliant 100% on time

report Quarterly

Attachment 2 Quarterly report Quarterly

Attachment 1 - Combating Trafficking in Persons (CTIP) Surveillance

Combating Trafficking in Persons

1. Verify that the contractor has informed its employees of the U.S. Government’s zero- tolerance CTIP policy, to include informing employees of the actions that will be taken against them for violations of this policy.

Their office is not on the cleared travel routes. We do not have access to their employees.

2. Verify that the contractor has informed the contracting officer of any information it receives (including from host country law enforcement) that alleges a contractor employee or subcontractor employee has engaged in conduct violating the CTIP policy.

Their office is not on the cleared travel routes. We do not have access to their employees.

3. Verify that the contractor has informed the contracting officer of any actions taken against contractor employees, subcontractors, or subcontractor employees pursuant to this clause.

Their office is not on the cleared travel routes. We do not have access to their employees.

C-JTSCC 952.222-0001, Prohibition against Human Trafficking, Inhumane Living Conditions, and Withholding of Employee Passports (Aug 2011 or predecessor/successor clause)

4. Verify that the contractor does not knowingly destroy or possess any employee passport (or other immigration document) to prevent an employee’s liberty to travel— in order to maintain the labor or services of that person.

Their office is not on the cleared travel routes. We do not have access to their employees.

5. Verify that the contractor only holds employee passports and other identification documents for the shortest period of time reasonable for administrative

Their office is not on the cleared travel routes. We do not have access to their employees.

processing purposes.

6. Verify that the contractor provides all employees with a signed copy of their employment contract, in English as well as in the employee’s native language— that defines the terms of their employment/compensation.

Their office is not on the cleared travel routes. We do not have access to their employees.

7. Verify that the contractor provides adequate living conditions (sanitation, health, safety, living space) for their employees.

Note: Fifty square feet is the minimum acceptable square footage of personal living space per employee. Upon contractors’ written request, contracting officers may grant a waiver in writing in cases where the existing square footage is within 20% of the minimum, and the overall conditions are determined by the contracting officer to be acceptable. A copy of the waiver approval shall be maintained at the respective life support area.

Their office is not on the cleared travel routes. We do not have access to their employees.

8. Verify that the contractor’s Quality Control program incorporates checks of life support areas to ensure compliance with the requirements of this Trafficking in Persons Prohibition.

Their office is not on the cleared travel routes. We do not have access to their employees.

9. Verify that the contractor advises the Contracting Officer if/when they learn of their employees violating the human trafficking and inhumane livings conditions.

Their office is not on the cleared travel routes. We do not have access to their employees.

Human Trafficking Indicators:

While not an exhaustive list, these are some key red flags that could alert you to a potential trafficking situation that should be reported:

Questions to Ask:

Assuming you have the opportunity to speak with a potential victim privately and without jeopardizing the victim’s safety because the trafficker is watching; here are some sample questions to ask to follow up on the red flags you became alert to: