ATTACHMENT_3_-_QASP.pdf

ATTACHMENT 3 – QUALITY ASSURANCE PLAN (QASP)

1. PURPOSE:

This Quality Assurance Surveillance Plan (QASP) provides a systematic method to evaluate performance for the stated non-personal services contract. This QASP explains the following:

What will be monitored?

How monitoring will take place

Who will conduct the monitoring?

How monitoring efforts and results will be documented

This QASP does not detail how the contractor accomplishes the work. Rather, the QASP is created with the premise that the contractor is responsible for management and quality control actions to meet the terms of the contract. It is the Government’s responsibility to be objective, fair, and consistent in evaluating performance. In addition, the

QASP should recognize that unforeseen and uncontrollable situations may occur.

This QASP is a “living document” and the Government may review and revise it on a regular basis. However, the

Government shall coordinate changes with the contractor. Updates shall ensure that the QASP remains a valid, useful, and enforceable document. Copies of the original QASP and revisions shall be provided to the contractor and Government officials implementing surveillance activities.

a. QASP RELATION TO THE SOLICITATION:

QASPs shall be developed and appear in every solicitation, as well as the resultant service contract. The Government will retain the right to change the surveillance methods and Quality Assurance

(QA) procedures, or to increase or decrease the degree of surveillance efforts at any time necessary to assure contract compliance

b. REVISIONS TO THE QASP:

The QASP is a tool for use in Government administration of the Performance Work

Statement/Statement of Work (PWS/SOW) and remains subject to revision at any time by the Government throughout the contract performance period. Revisions to this surveillance plan are the responsibility of the

Contracting Officer’s Representative (COR). Changes to the QASP shall be made bilaterally.

The contractor will assume responsibility for all tasks and deliverables in the PWS under this award. 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.

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

b. Contracting Officer’s Representative (COR) – The COR will be located at US Army Institute of Surgical

Research, Fort Sam Houston, TX. The COR will be 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. A 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.

3.0 CONTRACTOR ROLES AND RESPONSIBILITIES:

The contractor is responsible for delivering services in accordance with the Contract. The contractor shall appoint a single off-site point-of-contact to act as a central recipient of communication from the Government.

4.0 CONTRACT QUALITY REQUIREMENTS:

a. Contract quality requirements are the technical requirements in the contract relating to the quality of the service and those contract clauses prescribing inspection and other quality controls incumbent on the contractor, to assure that the service conforms to the contractual requirements. Government contract quality assurance shall be performed at such times and places as may be necessary to determine that the services conform to the contract requirements. Failure to meet or exceed the contract quality requirements is defined as a “nonconformance” on the part of the contractor. The contractor shall be held responsible for any identified nonconformance, and the government may require the work to be re-performed.

b. The Government’s contract quality assurance is defined as follows:

1. “Acceptance” means the act of an authorized representative of the Government by which the Government, for itself or as agent of another, assumes ownership of existing identified supplies tendered or approves specific services rendered as partial or complete performance of the contract.

2. “Conditional acceptance” means acceptance of supplies or services that do not conform to contract quality requirements, or are otherwise incomplete, that the contractor is required to correct or otherwise complete by a specified date.

3. “Minor nonconformance” means a nonconformance that is not likely to materially reduce the usability of the supplies or services for their intended purpose, or is a departure from established standards having little bearing on the effective use or operation of the supplies or services.

4. “Major nonconformance” means a nonconformance, other than critical, that is likely to result in failure of the supplies or services, or to materially reduce the usability of the supplies or services for their intended purpose.

5. “Critical nonconformance” means a nonconformance that is likely to result in hazardous or unsafe conditions for individuals using, maintaining, or depending upon the supplies or services; or is likely to prevent performance of a vital agency mission.

c. Documentation:

1. Thorough documentation of unperformed or nonconformance is essential for tracking contractor performance throughout the period of performance. The COR will document deficient work by compiling facts describing the inspection methods and results. The COR will develop documentation to substantiate nonconformance with the Contract.

2. Remedial Action by the Contracting Officer:

(i) Shall notify the contractor in writing of the nonconforming service;

(ii) Shall request that the contractor perform the service, at no cost to the Government;

and

(iii) May accept consideration if offered. For guidance on solicitation of a refund, see

Subpart 242.71. In accordance with FAR 52.246-4: Inspection of Services-Fixed-Price, the Government may require the contractor to re-perform any services that do not conform to contract requirements. If the defects cannot be corrected by re-performance, the KO may either require the contractor to take the necessary action to ensure that future performance conforms to the requirements, or the KO may reduce the Contract price to reflect the reduced value of the services performed. At an extreme decision point, penalties may include a decision not to exercise contract options. The KO will determine the penalty for nonconformance based upon his or her judgment and the severity of the nonconformance.

5.0 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.

Regardless of the surveillance method, the COR shall always contact the contractor's point of contact inform the manager of the specifics of the problem. The COR shall be responsible for monitoring the contractor’s performance in meeting the contract’s quality requirements.

DIRECT OBSERVATION: (Can be performed periodically or through 98% surveillance.)

MANAGEMENT INFORMATION SYSTEMS: (Evaluates outputs through the use of management information reports. Best used for general surveillance and may need to be supplemented by periodic inspections.)

PERIODIC INSPECTION: Uses a comprehensive evaluation of selected outputs. Inspections may be scheduled as required.

Analysis of contractor's progress reports. (Evaluate cost, schedule, etc.)

Performance reporting

Customer feedback

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.

Table 1: Performance Ratings

Performance

Rating

Criteria Exceptional Performance meets contractual requirements and exceeds many to the Government’s benefit. The element being assessed was accomplished with few minor problems for which corrective actions taken by the Contractor were highly effective.

Very Good Performance meets contractual requirements and exceeds some to the Government’s benefit. The element being assessed was accomplished with some minor problems for which corrective actions taken by the Contractor were effective.

Satisfactory Performance meets contractual requirements. The element being assessed contains some minor problems for which corrective actions taken by the Contractor appear or were satisfactory.

Marginal Performance does not meet some contractual requirements. The element being assessed reflects a serious problem for which the Contractor has not yet identified corrective actions.

Unsatisfactory Performance does not meet most contractual requirements and recovery is not likely in a timely manner. The element being assessed contains a serious problem(s) for which the Contractor’s corrective actions appear or were ineffective.

6.0 FREQUENCY OF MEASUREMENT: During contract performance, the COR shall periodically analyze whether the frequency of measurement is appropriate for the work being performed.

ACQUISITION SUPPORT SERVICES

Required Service/deliverable Acceptable Quality Level

(AQL)

Method of Surveillance

Assists in identify contracting requirements and conduct formal and informal training in the acquisition process as necessary.

95% Compliance: No customer complaints of knowledge of contracting requirements turned in but not conveyed.

Direct observation by COR;

customer feedback

Assist in acquisition planning and purchase request (PR) packages for requirements while understanding and advising on the use of the following documents and strategic vehicles:

purchase orders, delivery/task order, indefinite delivery- indefinite quantity contracts, small business research contracts, grants, assistance agreements, broad agency announcements (BAA), and blanket purchase agreements

(BPAs).

95% Compliance: No customer complaints pertaining to appropriate source strategies obtained.

Direct observation by COR;

customer feedback

Assist in preparation and processing of pre-award documents to include requests for service contract approval (RSCA), Independent Government Cost Estimates

(IGCE), market research, minimum essential characteristics, sole source documents, Computer Hardware

Enterprise Software and Solutions

(CHESS) waivers, Goal 1 waivers, PWS/QASP, evaluation criteria

95% Compliance: No customer complaints of assistance needed but not received; no complaints of lengthy service wait times or lack of understanding for use of the documents..

: Direct observation by COR;

customer feedback

Assists with post-award contract management procedures to include

CPARS, VCE COR, changes in requirements (modifications within scope versus out of scope), and exercising option periods.

95% Compliance: No customer complaints of assistance needed but not received; no complaints of lengthy service wait times.

Direct observation by COR;

customer feedback I

Coordinates, provides data and interacts with

Budget Analyst and/or Program Analyst as required.

95% Compliance: No customer complaints of assistance needed but not received; no complaints of lengthy service wait times.

Direct observation by COR;

customer feedback

Reviews solicitation documents with

USAMRAA/Contract Specialist for 95% Compliance: No customer complaints of Direct observation by COR;

customer feedback requirements validation and clarity, participate in pre-proposal conferences as necessary, obtains information from technical officials and clarifies solicitation requirements prior to collaborating/writing and submitting the SOW/PWS to USAMRAA.

assistance needed but not received; no complaints of lengthy service wait times.

Assist and advise staff in the proper preparation of Justification and Approvals

(J&A’s), Limited Source Justification (LSJ’s) and/or other forms of documentation that may need to be submitted to USAMRAA.

95% Compliance – Comply with all regulatory guidance and agency policies concerning the requirements package; no complaints of lengthy service wait times.

Direct observation by COR;

customer feedback

Maintain visibility and situational awareness of all pending and existing contracts, grants and cooperative agreements.

95% Compliance – Comply with all regulatory guidance and agency policies concerning the requirements package; no complaints of lengthy service wait times.

Direct observation by COR;

customer feedback

Work with and assist in training other activity

COR’s to measure and ensure contractor performance and compliance.

95% Compliance – Comply with all regulatory guidance and agency policies concerning the requirements package; no complaints of lengthy service wait times.

Direct observation by COR;

customer feedback

AT/OPSEC Training Requirements and

Certificates 98% Compliance – Comply with all DoD policies and

Regulatory training guidance

Direct observation by COR;

Copies of training certificates