A.01.02_15_Rev1_Atch_5-Quality_Assurance_Surveillance_Plan.docx

QUALITY ASSURANCE SURVEILLANCE PLAN

1. PURPOSE.

This Quality Assurance Surveillance Plan (QASP) is a government developed and applied document used to provide a standard of surveillance for monitoring the non-personal, professional training and operations services (including administrative and logistical support) contract. This QASP establishes the approach the government will use to conduct surveillance of the contractor’s quality control. The intent is to ensure that the contractor performs in accordance with performance metrics set forth in the contract documents, that the government receives the quality of services called for in the contract, and that the government only pays for the acceptable level of services received.

2. INTRODUCTION.

2.1. This QASP has been developed to evaluate contractor performance while implementing the Performance Work Statement (PWS). It is designed to provide an effective surveillance method of monitoring contractor performance for each listed objective on the Performance Requirement Summary (PRS) in the support contract.

2.2. The QASP is based on the premise the government desires to maintain quality and standards. The QASP is a tool for use in government administration of the PWS and remains subject to revision at any time by the government throughout the contract performance period.

2.3. The contractor is responsible for management and quality control actions to meet the terms of the contract. The role of the government’s quality assurance (QA) representative is to ensure the contractor performs quality control to adequately meet contract standards.

2.4. The contractor’s quality control plan/program is the mechanism for evaluating product quality. The contractor is required to maintain a comprehensive program of inspections and monitoring actions.

2.5. From the start of the contract, all contractor operational procedures and quality assurance measures will be tested and implemented. As the performance period progresses, the levels of surveillance may be altered for service areas in cases where performance is either consistently excellent or consistently unsatisfactory. If observations reveal consistently good performance, then the amount of surveillance may be reduced. If observations reveal consistent deficiencies, increased surveillance may be implemented.

3. GOVERNMENT ROLES AND RESPONSIBILITIES. The purpose of QA is to ensure that the contractor is fully performing its QC responsibilities and meeting its obligations to the government. The roles and responsibilities of the stakeholders involved in QA are described below.

3.1. Contracting Officer (KO). The KO is responsible for monitoring contract compliance, contract administration, and cost control and for resolving any differences between the observations documented by the Contracting Officer’s Representative (COR) and the contractor. The KO will designate a COR as the government representative for performance management.

3.2. Contracting Officer Representative (COR). The COR is designated in writing by the KO to act as his or her authorized representative. The COR will assist the KO with the technical administration of the contract to ensure proper government surveillance of the contractor’s performance. Any COR limitations will be identified with the designation letter. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the government’s behalf. Any changes the contractor deems may affect contract price, terms, or conditions shall be referred to the KO for action. The COR is responsible for quality assurance (QA) monitoring and completion of forms/reports used to document the inspection and evaluation of the contractor’s work performance. Government surveillance will occur under the terms and conditions of the contract for inspection. The Government may also utilize an Alternate COR (ACOR) as necessary.

3.3. Other Key Government Personnel. The government may utilize site directors and government staff to provide input to the COR for reporting purposes.

4. SCOPE OF GOVERNMENT QUALITY ASSURANCE SURVEILLANCE.

4.1. The procurement of commercial services under FAR Part 12, Acquisition of Commercial Items, provides the basis for quality assurance. Pursuant to FAR Clause 52.212-4, Contract Terms and Conditions-Commercial Items, (a) Inspection/Acceptance:

“The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post-acceptance rights --

(1) Within a reasonable time after the defect was discovered or should have been discovered; and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.”

4.1. Customarily, the government will require the contractor to reperform any services that are found to be nonconforming with government standards. The government may, in addition to requesting reperformance of nonconforming services, seek price reductions or adequate consideration.

4.2. The government's remedies of reperformance and price reduction are applicable to all services outputs covered in the PWS. When the COR detects substandard performance for a particular service output, he/she will bring the deficiency to the immediate attention of the contractor and request the contractor correct the problem. If the number of deficiencies exceeds the level for satisfactory performance (i.e., the Acceptable Quality Level (AQL)), the COR will render that service as unacceptable. Any discrepancies created by the government are not to be counted against the contractor's performance.

4.3. When the contractor exceeds the AQL, the COR may submit a Contract Discrepancy Report (CDR) with recommendations to the KO. The KO will determine the action deemed appropriate for the discrepancy which may include issuance of a CDR, payment deduction, Cure Notice, or contract termination.

4.4. The contractor’s routine performance is evaluated objectively against the performance based standards provided in the PWS. The basis of performance based contracting allows for some flexibility in enforcement to encourage innovation by the contractor in achieving the desired results.

5. METHODS OF INSPECTION.

5.1. The below listed methods of surveillance may be used in the administration of this QASP. They can occur quarterly, monthly, or as needed:

5.1.1. 100% Inspection. The COR may conduct 100% inspections of the work defined in the performance work statement (PWS). The COR will also review information submitted in the required reports defined in the PWS (if applicable).

5.1.2. Periodic Inspection. The government may conduct periodic inspections monthly, quarterly, or on an as-needed basis. The periodic inspection shall be conducted by the COR.

5.1.3. Random Inspection. The government may conduct random monitoring by reviewing information/reports required and submitted in accordance with the contract. The random monitoring shall be performed by the COR.

5.1.4. Performance Evaluation Meetings. The contractor and the COR will meet as often as necessary to review the contractor’s performance and address any CDRs issued during the period. A mutual effort will be made to resolve identified issues.

5.1.5. Customer Feedback – The COR may provide and collect customer surveys or complaints regarding performance. A mutual effort will be made to resolve any problems/issues identified.

5.2. Level of surveillance may be conducted on a monthly, quarterly or as-needed basis and an analysis of the results will determine if the contractor met the standards or did not met the standards identified in the PWS/contract.

6. SUCCESSFUL PERFORMANCE.

6.1. Acceptable services for performance are demonstrated by acceptance in iRAPT.

6.2. The AQL consists of the performance standards established for the services required by the government to meet contract requirements. The AQL will be measurable and structured to permit an assessment of the contractor’s performance.

7. DOCUMENTATION OF SURVEILLANCE.

7.1. Effective contract surveillance relies on the COR identifying and documenting discrepancies during performance of routine daily services, or through the contractor’s quality control program.

7.2. The COR will maintain a complete QA file, to include surveillance documentation, which will be retained by the COR for the life of the contract. Information in the QA file will be considered when completing the annual CPARS report. The COR will maintain his/her file in the COR Tracking Tool throughout the contract period of performance. Pertinent documentation flows into the automated official contract file.

7.3. Documented surveillance will consist of inspections performed by the COR. Such documentation may include paperwork that supports contract surveillance such as details of inspections or data gathering, conversations or meetings with the contractor, or notes and comments that support inspection paperwork, to include quality assurance surveillance reports. If performance is deemed unacceptable, the COR will inform the contractor. Disagreements or disputes will be referred to the KO for re-address.

8. CERTIFICATION OF SERVICES.

Certification of services is performed by the COR via the Invoices Receipt Acceptance and Property Transfer (iRAPT) application in the WAWF suite. . At the end of each billing period, the contractor inputs invoice information into WAWF. WAWF automatically notifies the appropriate COR via email of the pending invoice. The COR accesses WAWF and verifies the accuracy of services provided by the contractor. The COR will certify the invoice and payment is made by the Defense Finance Accounting System (DFAS). If the COR encounters errors in the contractor’s invoice, the COR will reject the invoice, state the reason for rejection and send it back to the contractor. If the contractor disagrees with the COR, the issue will be forwarded to the KO for resolution.

EXHIBIT A - PRS

Exhibit A: Performance Requirements Summary (PRS)

The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Maintenance

NOTE: The performance objectives below apply to both medical and non-medical maintenance.

PRS #1

The contractor shall provide equipment maintenance of all medical equipment authorized in MMS, MES, DES, and Class VIII (medical supplies) ASIOE. The contractor shall manage, schedule, and document all work using the GCSS-Army system of record.

PWS Paragraph 5.3.

AR 25-400-2, AR 40-61, AR 750-1, DA PAM 750-1, DA PAM 750-3, AR 750-43, and TB MED 750-2

Periodic

Monthly

PRS #2

The contractor shall maintain calibration/verification files for RTS-MED site medical equipment. The contractor shall enter medical equipment calibration data into the site's GCSS-Army system, and shall document the usage of medical repair parts in the GCSS-Army system.

PWS Paragraph 5.3.1.

IAW AR 25-400-2, AR 40-61, AR 750-1, DA PAM 750-1, DA PAM 750-3, AR 750-43, TB 43-180, and TB MED 750-2

Monthly

Training

PRS #3

The contractor shall provide training schedules and/or support plans and submit them to the SD for review and approval.

PWS Paragraph 5.2.3.2.

PRS #4

The contractor shall upload post-course or exercise event attendance rosters, AARs and customer surveys to the database within 5 working days of course or event completion

PWS Paragraph 5.2.4.5.

PRS #5

The contractor shall prepare training schedules for all training exercises conducted or supported by RTS-MED to include MTT exercise support and local ECT events.

PWS Paragraph 5.2.2.3.

Logistics

PRS #6

The contractor shall conduct a 100% annual inventory and a 100% change of responsibility inventory when a SD changes out.

PWS Paragraph 5.3.2.

AR 710-2, Chapter 2.

Conduct 100% inventory annually and within five days of SD change out.

Semi-Annually

Annually

Physical Security

PRS #7

The contractor shall maintain an activity security checklist.

PWS Paragraph 1.9.12.

AR 190-13, AR 190-16, and AR 190-51

Management Information Systems

PRS #8

The contractor shall ensure equipment is on hand, serviceable and fully operational.

PWS Paragraph 5.11.1.

PRS #9

The contractor shall ensure network supported assets are in compliance with mandated security protocols.

PWS Paragraph 5.11.3.

Safety

PRS #10

The contractor shall provide a Quality Control/Safety POC to coordinate with units conducting training, and shall prepare reports and statistical data relating to site safety operations for all site personnel and personnel in training.

PWS Paragraph 5.9.2.

Attachments:

1. Customer Complaint Record, DA Form 5477

2. Surveillance Schedule, DA Form 5475

3. Surveillance Checklist(s)

4. Contract Discrepancy Report, DA Form 5479

Attachment 1

Customer Complaint Record, DA Form 5477

Attachment 2

Surveillance Schedule, DA Form 5475

Attachment 3

Surveillance Checklists

On the following pages are the:

- Monthly Surveillance Checklist

- Quarterly/Semi-Annual/Annual Surveillance Checklist

- Periodic Surveillance Checklist

Monthly Surveillance Checklist

COR Inspection Checklist & Data Report (Fixed Firm Price Contract)

Meeting Contract Requirements

Contractor:

Contract Number:

Service Provided: Regional Training Site - Medical

COR Name: Cheryn L. Fasano

1. Did the contractor provide equipment maintenance of all medical equipment scheduled services on-time, within 95%, and manage, schedule, and document all work using the GCSS-Army system of record? (PWS Paragraph 5.3.)

Comments:

2. Did the contractor maintain calibration/verification files for RTS-MED site medical equipment, enter medical equipment calibration data into the site's GCSS-Army system, and document the usage of medical repair parts in the GCSS-Army system? (PWS Paragraph 5.3.1.)

Comments:

Comments summary, to include, positive trends, negative trends, concerns, customer comments, and any additional COR comments:

Quarterly/Semi-Annual/Annual Surveillance Checklist

COR Inspection Checklist & Data Report (Fixed Firm Price Contract)

Contractor:

Contract Number:

Service Provided: Regional Training Site - Medical

COR Name: Cheryn L. Fasano

1. Did the contractor conduct a 100% annual inventory and a 100% change of responsibility inventory when a Site Director changes out? (PWS Paragraph 5.3.2.)

Comments:

Comments summary, to include, positive trends, negative trends, concerns, customer comments, and any additional COR comments:

Periodic Surveillance Checklist

COR Inspection Checklist & Data Report (Fixed Firm Price Contract)

Contractor:

Contract Number:

Service Provided: Regional Training Site - Medical

COR Name: Cheryn L. Fasano

1. Did the contractor develop training schedules and or support plans for Government review and approval within 30 days, at least 95% of the time? (PWS Paragraph 5.2.3.2.)

Comments:

2. Did the contractor upload post-course or exercise event attendance rosters, AAR's and customer surveys to the database within 5 working days of course or event completion? (PWS Paragraph 5.2.4.5.)

Comments:

3. Did the contractor The contractor shall prepare training schedules for all training exercises conducted or supported by RTS-MED to include MTT exercise support and local ECT events within 30 days? (PWS Paragraph 5.2.2.3.)?

Comments:

4. Did the contractor maintain an activity security checklist using Standard Form (SF) 701, Activity Security Checklist, for each individual facility? (PWS Paragraph 1.9.12.)

Comments:

5. Did the contractor ensure equipment was on hand, serviceable and fully operational, ensuring at least 90% availability of systems? (PWS Paragraph 5.11.1.)

Comments:

6. Did the contractor ensure network supported assets were in compliance with mandated security protocols? (PWS Paragraph 5.11.3.)

Comments:

7. Did the contractor provide a Quality Control/Safety point of contact to coordinate with units conducting training, and prepare reports and statistical data relating to site safety operations for all site personnel and personnel in training?? (PWS Paragraph 5.9.2.)

Comments:

Comments summary, to include, positive trends, negative trends, concerns, customer comments, and any additional COR comments:

Attachment 4

Contract Discrepancy Report, DA Form 5479 image2.png image3.png image4.png image5.png image6.png image7.png image1.png