W81XWH20Q0024_Attch-2_Draft-QASP-Template.docx

ATTACHMENT #2 - DRAFT QUALITY ASSURANCE SURVEILLANCE PLAN TEMPLATE

Combined Synopsis/Solicitation Number: W81XWH20R0024

Project Title: Snow Removal and Ice Treatment Services for USAMMDA.

Requiring Activity/Agency Name: US Army Medical Materiel Development Activity (USAMMDA)

Solicitation Description: Provide all services necessary to fully support snow removal and ice treatment services at USAMMDA.

Contractor’s name: <Enter contractor name.> (hereafter referred to as the contractor).

1. PURPOSE.

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

a. What will be monitored.

b. How monitoring will take place.

c. Who will conduct the monitoring.

d. 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 clause applies:

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 by contracting activity upon award.> Organization or Agency: <To be entered by contracting activity upon award.> Telephone: <To be entered by contracting activity upon award.> Email: <To be entered by contracting activity upon award.>

b. Technical Point of Contact (TPOC) - The TPOC is responsible for technical administration of the contract and shall assure proper Government surveillance of the contractor’s performance. The TPOC shall keep a quality assurance file. At the conclusion of the contract or when requested by the KO, the TPOC shall provide documentation to the KO. The TPOC 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.

Primary TPOC: <to be entered by contracting activity upon award.> Title: <to be entered by contracting activity upon award.> Telephone: <to be entered by contracting activity upon award.> Email: <to be entered by contracting activity upon award.>

Alternate Technical Point of Contact – The Alternate is responsible for performing TPOC duties when the Primary TPOC will not be available.

Alternate TPOC: <to be entered by contracting activity upon award.> Title: <to be entered by contracting activity upon award.> Telephone: <to be entered by contracting activity upon award.> Email: <to be entered by contracting activity upon award.>

c. Other Key Government Personnel – <enter required information or delete this item if not applicable.>

Name: <to be entered by contracting activity upon award.> Title: <to be entered by contracting activity upon award.> Telephone: <to be entered by contracting activity upon award.> Email: <to be entered by contracting activity upon award.>

3. CONTRACTOR REPRESENTATIVES.

The following employees of the contractor serve as the contractor’s Program Manager and Project Manager for this contract:

a. Program Manager - <enter name> Telephone: <enter number> Email: <enter address>

b. Project Manager - <enter name> Telephone: <enter number> Email: <enter address>

c. Other Contractor Personnel - <enter name or delete this item if not applicable.> Title: <enter title> Telephone: <enter number> Email: <enter address>

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 below, includes performance standards. The Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL).

Remove Snow & Ice (Performance Objective #1).

Emergency Services (Performance Objective #2).

Written Visit Log (Deliverable #1).

Written visit log provided electronically within three (3) business days after each snow removal and/or ice treatment.

Subsequent:

Written visit log provided electronically within three (3) business days after each snow removal and/or ice treatment.

Written Verification of CMR Completion (Deliverable #2).

Written verification of CMR completion provided electronically NLT 31 October 2020.

Subsequent:

Written verification of CMR completion provided electronically on an annual basis, NLT 31 October.

Written Verification of iWATCH Training Completion (Deliverable #3).

Training completed within ten (10) calendar days of contract award and reported within fifteen (15) calendar days of contract award.

Subsequent:

Training completed within ten (10) calendar days of new employees commencing performance and reported within fifteen (15) calendar days of new employees commencing performance.

5. INCENTIVES.

The Government shall use past performance as an incentive. Incentives shall be based on exceeding, meeting, or not meeting performance standards.

6. METHODS OF QA SURVEILLANCE.

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

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

VALIDATED USER/CUSTOMER COMPLAINTS.

· Remove Snow and Ice.

100% INSPECTION.

· Emergency Services.

· Written Visit Log.

· Written Verification of CMR Completion.

· Written Verification of iWATCH Training Completion.

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.

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. Exceptional/Satisfactory Performance.

The Government shall document positive performance. The TPOC shall generate a report each month and place it in the TPOC file. A copy should also be sent electronically to the Contract Specialist. A report template is attached. Any report may become a part of the supporting documentation for fixed fee payments, award fee payments, or other actions.

b. Unsatisfactory Performance.

When unsatisfactory performance occurs, the TPOC shall inform the contractor. This will normally be in writing unless circumstances necessitate verbal communication. In any case the TPOC shall document the discussion and place it in the TPOC file.

When the TPOC determines formal written communication is required, the TPOC shall prepare a Contract Discrepancy Report (CDR), and present it to the contractor's project 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 unsatisfactory 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 TPOC. The Government shall review the contractor's corrective action plan to determine acceptability.

Any CDRs may become a part of the supporting documentation for contract payment deductions, fixed fee deductions, award fee nonpayment, or other actions deemed necessary by the KO.

9. FREQUENCY OF MEASUREMENT.

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

10. REVISIONS.

The QASP is subject to change at any time at the Government’s discretion. The QASP is not incorporated into the contract, therefore changes, if made, do not necessitate a contract modification. However, if there are changes to this QASP, the contractor will be notified promptly and provided a copy of the changes.

Prepared by: <enter name>

Signature – Technical Point of Contact

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PERFORMANCE REPORT

<This report is to be completed by the TPOC on a monthly basis to document performance.>

1. Contract Number: <enter number>

2. Prepared by: <enter name of TPOC>

3. Date and time of observation:

4. Observation:

<Examples of items to include in a report are:

- Method of surveillance.

- How frequently you conducted surveillance.

- Surveillance results.

- Number of observations.>

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CONTRACT DISCREPANCY REPORT (CDR)

<This report is to be completed by the TPOC if a performance issue arises.>

1. Contract Number: <enter number>

2. To: <enter name of Contractor Project Manager or on-site representative>

3. From: <enter name of TPOC>

4. Date and time observed discrepancy:

5. Discrepancy or Problem:

<Describe in detail. Identify any attachments.>

5. 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 name>

Received by:

(End of Draft QASP Template)