Attachment_1_-_Quality_Assurance_Surveillance_Plan.doc

Attachment 1: Quality Assurance Surveillance Plan

W81XWH-18-Q-0055

Attachment 1: Quality Assurance Surveillance Plan

For the Technology Transfer (T2) and Intellectual Property (IP) Database Solicitation Number: W81XWH-18-Q-0055 Contractor Name: ENTER AT TIME OF AWARD

1. PURPOSE.

This Quality Assurance Surveillance Plan (QASP) provides a systematic method to evaluate performance for the stated 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.

The following FAR clauses may apply depending on contract type:

52.246-4 Inspection of Services – Fixed-Price,

2. 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.

Assigned KO: TO BE ENTERED AT TIME OF AWARD Organization or Agency: US Army Medical Research Acquisition Activity Telephone: Phone: TO BE ENETRED AT TIME OF AWARD Email: TO BE ENTERED AT TIME OF AWARD

b. Contracting Officer’s Representative (COR) – The COR will be located at the United States Medical Research and Materiel Command (USAMRMC) Office of the Staff Judge Advocate (OSJA) office. 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.

Assigned COR:

Title:

Telephone:

Email:

ABOVE TO BE COMPLETED AT TIME OF AWARD

3. Contractor Representatives:

The following employees of the contractor serve as the contractor’s Program Managers for this contract.

TO BE COMPLETED AT TIME OF AWARD

4. 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 Performance Requirements Summary Matrix, shown in Table 1 below and contained in the Performance Work Statement (PWS), Section 7.3. includes performance standards. The Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL).

Table 1. Performance Standards for the T2 and IP Database

Data Audit and Upload Legacy Data

5. Incentives.

The Government will use past performance as incentives. Incentives will be based on exceeding, meeting, or not meeting performance standards.

6. Methods of QA Surveillance.

Various methods exist to monitor performance. The COR shall use the surveillance methods listed below in the administration of this QASP.

· Feedback from End User

· Feedback from Government Users and MRMC IT Personnel

· 100% Inspection

· 100% Inspection/Review of Biweekly Reports Regardless of the surveillance method, the COR shall always contact the contractor's project/task manager or on-site representative when a defect is identified and inform the manager of the specifics of the problem. The COR shall be responsible for monitoring the contractor’s performance in meeting a specific performance standard/AQL.

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:

8. DOCUMENTING PERFORMANCE.

a. Acceptable Performance.

The Government will document positive performance. A report template is attached.

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.

When the COR determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR), and present it to the contractor's project/task manager or on-site representative. A CDR template is attached to this QASP.

The contractor shall acknowledge receipt of the CDR in writing. 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 COR. The Government will review the contractor's corrective action plan to determine acceptability.

Any CDRs may become a part of the supporting documentation for any actions deemed necessary by the KO.

9. Frequency of Measurement.

a. Frequency of Measurement.

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

b. Frequency of Performance Assessment Meetings.

The COR may meet with the contractor no less than annually to assess performance and will provide a written assessment.

Performance Report

1. CONTRACT NUMBER: W81XWH-18-P-XXXX

2. Prepared by: (Name of COR) <insert name>

3. Date (and time of observed discrepancy):

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: <Enter COR’s name>

Signature – Contracting Officer’s Representative

Date Contract Discrepancy Report (CDR)

1. Contract Number: W81XWH-18-P-XXXX

2. To: (Contractor Task Manager or on-site representative) <insert name>

3. From: (Name of COR) < insert name >

4. Date (and time observed discrepancy):

5. Discrepancy or Problem:

<Describe in detail. Identify any attachments.>

6. Corrective Action Plan:

A written corrective action plan < is / is not > required.

< If a written corrective action plan is required include the following. > The written Corrective Action Plan will be provided to the undersigned not later than < # days after receipt of this

CDR. >

Prepared by: < Enter COR’s name >

Signature – Contracting Officer’s Representative

Date

Received by:

Signature - Contractor Task Manager or on-site representative Date

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