W9127818R0022_Attachment_5_QASP_for_IT_and_Admin_Support.pdf

Quality Assurance Surveillance Plan (QASP)

SOLITATION: W91278-18-R-0022

CONTRACT: TBD

1. Purpose

This Quality Assurance Surveillance Plan (QASP) has been developed to provide the standard of surveillance for monitoring each task order and to provide a systematic approach for conducting a quality assurance surveillance of the work in progress.

The Mobile District Corps of Engineers Technical POC for this action will be _______; ___;

_____. The Contracting Officer Representative (COR) will be appointed at the time of task order award.

The COR will also serve as the Quality Assurance Evaluator (QAE) and will use the criteria specified in this QASP to ensure the standards of the contract are being met. The COR/QAE will be referred to as COR throughout this QASP.

2. Performance Standards

The QASP provides a systematic method to evaluate the service the Contractor is required to furnish. The COR will assess the Contractor’s performance to ensure the Contractor is performing within the contract scope of work standards and requirements. The performance standards for the Performance Work Statement (PWS) are stated in the Performance

Requirements Summary (PRS) included in this QASP. The standards for this procurement are subjective since specific metric-driven standards are not appropriate.

3. Management and Oversight

The QASP is based on the premise that the Contractor and not the Government, is responsible for the management and Quality Control actions required to meet the terms of the contract.

The performance requirements recognize that the Contractor is not a perfect manager and that unforeseen requirements and uncontrollable/ unforeseen issues do occur.

Good management and use of an adequate Quality Control Plan will allow the Contractor to operate within specific performance requirements. The QASP has been designed to be objective, fair and consistent in evaluating the Contractor performance against the provided standards.

4. Acceptable Quality Levels (AQLs)

The AQLs have been established in the PRS and provide performance standards that the

Contractor will meet in performing the contract. In the event the Contractor does not meet the established AQLs, the Contracting Officer has the right to exercise the negative incentives stated in this QASP.

5. Primary Method of Surveillance/Evaluation

The COR will perform evaluation based on using one of the various methods outlined in the PRS table included in this QASP. The following methods may be incorporated into the PRS to monitor contract performance:

100% inspection

Inspection where specific characteristics of every performance unit are examined and tested to determine conformance with requirements.

Random inspection

Sampling method in which each unit of the population has an equal chance of being selected.

Customer Surveys and Feedback

A review method where customers and end users are surveyed to provide input on specific service levels.

6. Negative Incentives

If any of the performance requirements does not meet the AQL set in the PRS table, the COR shall document the discrepancy(s) and shall notify the Contractor promptly, and the Contracting

Officer, on a monthly basis, for appropriate action.

When the performance is below the AQL standard, the Government may implement a negative incentive that includes increased surveillance and/or Contractor reporting, as well as, documentation on the Contractor’s Performance Assessment Reporting System (CPARS), if applicable.

7. Notification

The COR will notify the Contracting Officer, in writing, of unacceptable quality levels. The

Contracting Officer will promptly provide written notification of discrepancies on a monthly basis, or immediately if the situation significantly affects the well-being of the project. The

Contractor will be given the opportunity to respond, in writing, to each discrepancy.

8. Response

The Contractor shall provide a written response to the cause and the corrective action to prevent recurrence within 10 working days after receipt of Contracting Officer’s notification.

The Contractor should cite specific quality assurance program procedures or new procedures instituted to prevent recurrence.

9. Records

The COR will maintain contract surveillance files as directed by the Contracting Officer.

10. Ratings

The following criteria will be used for performance evaluations: Exceptional, Satisfactory, Marginal, or Unsatisfactory. Upward or downward arrows may be used to indicate an improving or worsening trend insufficient to change to the assessment status. Due to nature of work, low risk activities may be difficult to obtain rating above satisfactory, and this will be noted as fact in the CPAR narrative, if applicable.

a. EXCEPTIONAL – Performance meets contractual requirements and exceeds many to the

Government’s benefit. There were few Minor problems for which corrective action taken by the contractor was highly effective. To justify this rating, identify a significant event or events and state how it was or they were of benefit to the Government.

b. VERY GOOD – Performance meets contractual requirements and exceeds some to the

Government’s benefit. The contractual performance of the element being assessed was accomplished with some minor problems for which corrective actions taken by the contractor was effective. To justify a Very Good rating, identify a significant event and state how it was a benefit to the Government.

c. SATISFACTORY – Performance meets contractual requirements. The contractual performance of the element contains some minor problems for which corrective actions taken by the contractor appear or were satisfactory. To justify a Satisfactory rating, there should have been only minor problems, or major problems the contractor recovered from without impact to the contract..

d. MARGINAL – Performance does not meet some contractual requirements. The contractual performance of the element being assessed reflects a serious problem for which the contractor has not yet identified corrective actions. The contractor’s proposed actions appear only marginally effective or were not fully implemented. To justify Marginal performance, identify a significant event in each category that the contractor had trouble overcoming and state how it impacted the Government.

e. UNSATISFACTORY – Performance does not meet most contractual requirements and recovery is not likely in a timely manner. The contractual performance of the element contains a serious problem(s) for which the contractor’s corrective actions appear or were ineffective. To justify an unsatisfactory rating, identify multiple significant events or a serious singular event that the contractor had trouble overcoming and state how it impacted the Government.

11. Documentation

Documentation used and referenced to perform surveillance will consist of monthly reports, Contractor plans and procedures, schedules, customer feedback and contract data requirements.

a. Recording Observations.

Use Surveillance Logs to record information on scheduled observations and deficiencies noted. Each observation is recorded on the log. The documents then become a formal record for reference. The Contractor is to be told each time that a deficiency is found during scheduled observations. The COR makes a notation on the Surveillance Log of the date and time the deficiency was discovered, and subsequently requests that the Contractor initial the notation, documenting notification of the deficiency only.

b. Potential Unacceptable Performance

The COR must identify the specific service that is unacceptable and the possible causes, and ask a number of questions which if answered, will probably pinpoint the source of the problem.

c. Documenting Unacceptable Performance

The COR must attempt to resolve the problem with the Contractor. The original log and the attempted solution (along with an evaluation of results) are forwarded to the Contracting Officer through the COR.

Based on the severity of the discrepancy and the success of the solution, the COR will notify the Contracting Officer. The Contractor shall complete a response to the unacceptable evaluation if requested by the Contracting Officer or by its own choice.

12. Taking Action

a. The COR may evaluate the Contractor’s performance and document any non- compliance, but only the Contracting Officer may take action against the Contractor for an unacceptable rating.

b. When the Contractor’s performance is unacceptable and a formal action is indicated, the COR will determine what action is appropriate for the specific circumstances and make a recommendation to the Contracting Officer.

13. Document Retention

The COR retains a copy of all inspection schedules and surveillance activity logs during the course of the contract, and forwards them for inclusion in the contract file at the end of the surveillance period. However, when a specific service becomes unsatisfactory during a surveillance period, the inspection documentation supporting the contract discrepancy report is promptly forwarded to the Contracting Officer.

14. PERFORMANCE REQUIREMENTS SUMMARY (PRS)

The performance standards for this PWS are stated in the PRS on the next page.

PERFORMANCE REQUIREMENTS SUMMARY

Objective AQL

Primary Method of

Surveillance and

Evaluation (Inspection, Type and Frequency)

Incentive

Program and

Project

Management

Support and

Miscellaneous

Technical

Support

Responsive

Thorough

Comprehensive

Complete

Timely

Technical oversight of projects in assigned area provided and technical specifications IAW the scope of work

Random sampling

Review monthly reports

As necessary, feedback on the monthly reports

Quarterly reviews

Continuous review, dialogue and observation

Confirmation that review, comments addressed and incorporated, project updated monthly as part of monthly progress report

98% of tasks completed satisfactorily

CPARS

Report

Comprehensive technical support, to include all deliverables as described in the performance work statement

In accordance with the performance work statement

In accordance with current state, local and federal regulations in effect at the time of task order award

Accurate

Complete

Responsive

Timely

Documented in

Monthly Reports and all specified deliverables

Random sampling

Review monthly reports

As necessary, feedback on the monthly reports

Quarterly reviews

Continuous review, dialogue and observation

Confirmation that review, comments addressed and incorporated, project updated monthly as part of monthly progress report .

98% of tasks completed satisfactorily

CPARS

Report

Task Order

Management

Cost Control

Efficient use of resources

Adherence to schedule

Review accuracy of budget estimates to be reflective of work performed

Verify process to maintain accountability if have GFE

Verification that all

CPARS

Report personnel working onboard installation have a favorable

NACi on file, in accordance with all DoD requirements.

Verify contractor use of government computers meet all security requirements

98% of tasks completed satisfactorily

As required, comprehensive program binders, Confirmation

Notices, Monthly/Weekly

Reports, Contractor

Manpower

Reporting for

Army funded efforts

In accordance with the performance work statement

In accordance with current state, local and federal regulations in effect at the time of task order award

Accurate

Complete

Responsive

Timely

Appropriate documentation format and frequency

Random sampling

Monthly reports

As necessary, feedback on the monthly reports

Quarterly reviews

Continuous review, dialogue and observation

98% of tasks completed satisfactorily

CPARS

Report