B08 Attachment 2 QASP 4 Mar 2022.pdf

QUALITY ASSURANCE AND SURVEILLANCE PLAN

For AFRIMS Project Management Entomology Support Services Contract Number: < upon award, enter contract number>

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

Contents

1. PURPOSE

2. GOVERNMENT ROLES AND RESPONSIBILITIES

3. CONTRACTOR REPRESENTATIVES

4. PERFORMANCE REQUIREMENTS SUMMARY MATRIX

5. METHODS OF SURVEILLANCE ...............................................…………………………………………...4

PERFORMANCE REPORT

CONTRACT DISCREPENCY REPORT (CDR)

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: Jennifer Jackson Organization or Agency: USAMRAA Telephone: (301) 619-2054 Email: jennifer.c.jackson18.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: Jaclyn Svincek Organization or Agency: USAMRAA Telephone: 301-619-2189 Email: Jaclyn.p.svincek.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 TBD mailto:jennifer.c.jackson18.civ@mail.mil mailto:Jaclyn.p.svincek.civ@mail.mil

Other Key Government Personnel - Title: Technical POC

TBD

3. CONTRACTOR REPRESENTATIVES

The following employees of the contractor serve as the contractor’s Program Manager and Task Manager for this

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> 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. >

4. PERFORMANCE REQUIREMENTS SUMMARY MATRIX

# PWS

Ref.

Performance Objective

Performance Measurement

Acceptable Quality Level

Method of Surveillance Incentive

5.2

Holiday Calendar

Deliverable at the beginning of each task order, submitted complete and on-time

<Exceeds: >95%.

Meets: 94.5 – 90.0%.

Does Not Meet:

<89.9%>

Monitored via Remedy and After

Action Reports.

Frequency: within 30 days of task order or scientific project award

Past Performance

2, 6.2.A., 6.2.5a

Plans the beginning of each task order or scientific project award, submitted

Does Not Meet:

<89.9%>

Monitored via

Frequency:

Weekly

6.2.1a

Kickoff Meetings the beginning of each task order, agenda provided at least a week in advance and meeting notes within a week after the meeting

Exceeds - project starts one week early with budget, management, and control plans in place

Meets – Project starts project starts on-time with budget, management, and control plans in place Does not meet – meeting late or major questions unanswered

Past Performance

4 6.2.1b Routine calls

Deliverable monthly or

Exceeds- calls occur routine and facilitate

Monitored via Remedy and quarterly, agenda provided at least a week in advance and meeting notes within a week after the meeting discussion of science, and summary notes provided within 3-4 days of call

Meets- calls occur routinely, summary notes provided within one week of the call

After Action Reports.

Does not meet - calls not at specified frequency or scheduled so that entities are frequently unable attend, or summary notes not provided

5, 6, 7, 8

6.2.2c, 6.3 6.2.3a 6.2.4a, 6.2.4c

Reports, monthly

Deliverable monthly submitted complete and on-time

Exceeds – within first week of month, minimal Monitored via edits Remedy and

Meets – on time, with minimal edits

After Action Reports. Past

Performance Frequency:

Does not meet – past due Weekly OR major edits

6.2.4d

Reports, Quarterly

Deliverable quarterly submitted complete and on-time

Exceeds – within first week of month, understandable without edits

Meets – on time, with minimal edits

Does not meet – past due OR major edits

Remedy and

Past Performance

Final Exceeds – provided prior to Q6 if GEIS-funded or within last 30 days of project, minimal edits

Monitored via Past deliverable, Remedy and Performance

10 6.2.4e Final, data submitted After Action complete and Reports.

required, understandable without edits Meets – on time, with minimal edits for clarity and understanding

Does not meet – past due OR major edits OR data missing

6.2.5a

Specimen Managemen t and Sharing

Plan

Details that ensure that specimens are stored in the proper conditions;

ensure timely specimen shipments

Does Not Meet: <89.9%>

Monitored via Remedy and

Frequency: 45 Days after contract award

6.2.5.a.2

Complete Specimen Inventories

Details that ensure each collected specimen is assigned a unique identifier and that collection data is associated with the correct specimen.

Does Not Meet: <89.9%>

Monthly;

Complete inventory at project completion

6.2.9.a 6.2.10.a 6.2.11.a 6.2.12.a 6.2.13.a

Surveillance Plan

Deliverable at the beginning of each task order or scientific project award, submitted

Does Not Meet: <89.9%>

Monitored via Remedy and

Minimum 1 month before surveillance starts

6.2.9.h 6.2.10.i 6.2.11.j 6.2.12.i 6.2.13.j

Collected Biological Samples

Preservation and shipment of collected biological samples that are not processed in-country.

Does Not Meet: <89.9%>

Monitored via Remedy and

Weekly, Bi-weekly, Monthly, or Quarterly as specified in TO

6.3

Quality Control Plan

Final deliverable, submitted complete and on-time

At a minimum, the QCP must include a self-inspection plan, an internal staffing plan, and an outline of the procedures that the Contractor will use to maintain quality, timeliness, responsiveness, and customer satisfaction by meeting funder requirements and timelines specified in task orders.

FAR

52.204 -14

Service Contract Reporting Application

Final deliverable, submitted

The contractor shall complete and deliver the

SCRA

Monitored via Remedy and

6.3

CPAR

Concurrence /Non-concurrence

The contractor shall provide concurrence or non-concurrence with the

CPARS

The contractor shall provide concurrence or non-concurrence with the

CPARS assessment

Monitored via Remedy and assessment

18,

9.1 9.2

Transition in and out plans

As required for transitions, submitted complete and on-time

Exceeds- Provided at 60 days (30 day prior to initiation of 30 day transition, covers all major topics and provides best practices Meets- Provided at 45 days (30 day prior to initiation of 30 day transition, covers all major topics Does not meet- Provided at start of 30 days transition, incoming contractor has many questions after transition

Weekly.>

9.2n

Final report to be submitted with Transition-Out

Plan submitted complete and on-time

Exceeds – within first week of month, minimal edits Meets – on time, with minimal edits Does not meet – past due OR major edits OR data missing

< Monitored via Remedy and

11.2

Trip Reports

Submitted within 7 days of travel, submitted complete and on-time

Exceeds- early and no edits

Meets- on-time and minor edits

Does not meet- past due OR major edits

Monitored via Remedy and

14.1.2

OSHA

by February 1 of each year

Exceeds – 7 days early Meets-on time

Does not meet -late

Monitored via Remedy and

16.11.13

TARP

This training shall be completed within 60 calendar days after the contract award or after new employees commence performance, and annually thereafter.

Exceeds – 14 days early

Does not meet -late

16.12

InfoSec

Training shall be complete not later than 30 calendar days after contractor personnel begin performance under this contract and annually thereafter

Exceeds – 7 days

Does not meet -late

16.15

HIPAA

Within 30 days after contract award, and then annually thereafter for the remainder of the contract.

Exceeds – 7 days

Meets-on time Does not meet -late

Monitored via Remedy and

16.16.1

Cybersecurity/

Risk Management

Provides all security management deliverables on time [applicable for vendors

Meets: >99.9

<99.9%

Monitored via review of reports by Government-appointed third party specialist providing systems or devices]

Close discovered cybersecurity vulnerabilities

Close all discovered vulnerabilities or submit detailed explanations for inability to do so; provide vulnerability scan and SCAP scan results

[applicable for vendors providing

<99.9% review of reports and scan results by Government-appointed third party specialist

Monthly

Maintain Governmen t-approved cybersecuri ty policies, plans, and procedures documentati on

Obtain approval from

Government on all changes of cybersecurity policies, plans, and procedures [applicable for vendors providing

<99.9% review of reports by Government-appointed third party specialist

Annual

16.11.2

Installation Access -

Contractor shall follow installation access procedures.

Sum of all incidents in which contractor personnel did not follow installation

< 1 incident per month

Direct observation by COR and installation security.

access procedures

16.11.4 iWATCH Training - Contractor shall provide iWATCH training to all personnel within 30 calendar days of contract award.

(Sum of all contractor personnel who have completed iWATCH training within 30 calendar days of contract award) / (total number of contractor personnel supporting the contract)

>90%

Review of Training report from the contractor.

16.11.6

OPSEC

SOP –

Contractor shall submit

OPSEC SOP

that meets minimum quality standards.

Number of calendar days after contract award that the contractor submits the

OPSEC SOP

to the COR

< 90 calendar days after contract award

COR receipt of

OPSEC SOP

16.11.9

Informatio n

Assurance – Contractor information assurance workforce personnel are trained in accordance with DoD and Army

Number of calendar days after contract award in which the contractor submits training certifications for all personnel requirement information

< 30 calendar days

COR receipt of all certifications policy assurance training

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 DEFICIENCY 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