A01_ATTACHMENT_2_QASP_CB_7_18.docx

QUALITY ASSURANCE AND SURVEILLANCE PLAN

For Acquisition Support for Walter Reed Army Institute Research (WRAIR) Business Management Office Contract Number: < upon award, enter contract number> Contract Description: Closely associated with Inherently Governmental Business Management support contract.

Contractor’s name: < upon award, enter contractor name > (hereafter referred to as the contractor).

Contents

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; and

· 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.

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: Laura Tomitz Organization or Agency: USAMRAA Telephone: 301-319-2051 Email: laura.a.tomitz.civ@mail.mil

Contract Specialist (CS) - The CS acts as an acquisition consultant and serves as liaison between the contract office and Walter Reed Army Institute of Research (WRAIR).

Assigned CS: Flodean Billings Telephone: 301-619-2648 Email: Flodean.p.billings.civ@mail.mil

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 “QASP and Performance” 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: Calvin Bowens Telephone: 301-319-7534 Email: Calvin.Bowens.Civ@Mail.Mil

Other Key Government Personnel - Title: Director, Business Management Office, Renee Davis Telephone: 301-319-7102 Email: Deborah.r.davis4.civ@mail.mil

3. CONTRACTOR REPRESENTATIVES

The following employees of the contractor serve as the contractor’s Program Manager and Task Manager for this contract. <Communication should occur with them during QASP development. It will help if they review the draft QASP and accept the final version. You may delete the stated roles or change the naming convention if applicable. >

Program Manager - <upon award, enter name> Telephone: <enter number> Email: <enter address>

Task Manager - <upon award, enter name> Telephone: <enter number> Email: <enter address>

Other Contractor Personnel - <upon award, enter name or delete these lines if not applicable> Title: <enter title> Telephone: <enter number> Email: <enter address>

4. PERFORMANCE REQUIREMENTS SUMMARY MATRIX

PERFORMANCE REQUIREMENTS SUMMARY MATRIX

5. METHODS OF SURVEILLANCE

Periodic Inspection: The COR will assess relevancy and currency of all processes, procedures, training plans and metrics on an unscheduled basis.

Periodic Inspection: The COR will assess relevancy and currency of all processes, procedures, training plans and metrics on an unscheduled basis.

100% Inspection: The Director, BMO will review and inspect 100% of all Tasker responses prepared in support of this award.

Periodic Inspection: The contracting office will provide feedback to the COR when requirements are returned requiring substantial rework due to identified quality issues.

Periodic Inspection: The contracting office will provide feedback to the COR when requirements arrive uncoordinated.

Periodic Inspection: Files will be assessed for ARIMS compliance during MRMC Organizational Inspections or during WRAIR Internal Control inspections.

User Survey: The COR will inquire with end users to include contracting officers as to delays related to loss of version control in the event of a contract award slip.

Direct Observation: The Director will assess business process engineering efforts to ensure accuracy and forward progress for all assigned areas of focus.

Validated User Complaints: The COR will collect user feedback related to ability to access and use dashboard data.

100% Inspection: The COR will validate all required training is completed on time.

Periodic Inspection: The COR will monitor for any documented incidents with any Contractor personnel.

a. DIRECT OBSERVATION. (Can be performed periodically or through 100% surveillance.)

The USG will engage with the Contractor and will ask questions and verify conditions being shown during QASP monitoring.

b. PERIODIC INSPECTION. (Uses a comprehensive evaluation of selected outputs. Inspections may be scheduled [Daily, Weekly, Monthly, Quarterly, or annually] or unscheduled, as required.)

Items monitored will be monitored as work on the contract progresses. While there is no set schedule, each item being monitored is considered critical to successful performance. Items will be inspected no less than monthly but may be more often to ensure consistent contract performance.

c. USER SURVEY. (Combines elements of validated user complaints and random sampling. Random survey is conducted to solicit user satisfaction. Appropriate for high quantity activities that have historically been satisfactory. May also generate periodic and 100% inspections.)

Items monitored will be actively monitored for issues causing performance delay. Users will be asked for reasons leading to procurement delay to ascertain if version control played a role.

d. VALIDATED USER COMPLAINTS. (Relies on the user of the service to identify deficiencies. Complaints are then investigated and validated. Highly applicable to services provided in quantity and where quality is highly subjective.)

Items monitored will be actively monitored to ensure performance satisfaction. Validated user complaints will be discussed with the Contractor.

e. 100% INSPECTION. (Evaluates all outputs. Most applicable to small quantity, but highly important services. May be used where there are written deliverables and stringent requirements such as tasks required by law, safety, or security.)

The COR will receive deliverables to support all items monitored using 100% Inspection.

PERFORMANCE REPORT

Contract Number: <insert number>

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

Date and time of observation: <insert date>

Observation:

<Examples of items to include in a report are:

- Method of surveillance.

- How frequently you conducted surveillance.

- Surveillance results (Exceeds, Meets, Does Not Meet).

- Number of observations.>

Prepared by: <Enter COR’s name>

COR’s Signature

Date

CONTRACT DISCREPENCY REPORT (CDR)

< The COR may initiate a CDR at any time, including whenever the number of monthly recorded defects for a performance standard exceeds the allowable number of defects; anytime unacceptable performance is determined critical in nature and requires formal corrective action; and whenever an unfavorable trend is detected in contractor performance.>

Contract Number: <insert number>

Contractor Project Manager: <insert name>

From: <insert name of COR>

Date and time observed discrepancy:

Contract Discrepancy:

<Describe in detail. Identify any attachments.>

Corrective action plan:

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

< If a written corrective action plan is required include the following. > The contractor shall provide the COR with the Corrective Action Plan not later than < # days after receipt of this CDR. >

Prepared by: <Enter COR’s name>

COR’s Signature

Date

Received by: <Enter contractor project manager’s name>

Contractor Project Manager’s Signature

Date