Attachment_E.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

Water Management Data Display Contract Number: TBD

The Contractor, as an independent contractor and not as an agent of the Government shall, in accordance with the terms and conditions more particularly set forth below, furnish all labor, management, facilities, supplies, equipment and materials as defined in this Performance Work Statement (PWS), except for those items specified as government furnished property, supplies and/or services. The Contractor shall furnish the required personnel, equipment, instruments, and transportation as necessary to accomplish the required services, and furnish to the Government reports and other data together with supporting material developed during the period of service. During prosecution of the work, the contractor shall provide adequate professional supervision and quality control to assure the accuracy, quality, completeness, and progress of work.

Contractor: TBD

Issued: TBD

QUALITY ASSURANCE SURVEILLANCE PLAN

(QASP)

Water Management Data Display

1 INTRODUCTION

This quality assurance surveillance plan (QASP) is pursuant to the requirements listed in the performance work statement (PWS) entitled, Water Management Data Display. This plan sets forth the procedures and guidelines the US Army Corps of Engineers, Portland District Office will use in ensuring the required performance standards or service levels are achieved by the contractor.

1.1 Purpose

1.1.1 The purpose of the QASP is to describe the systematic methods used to monitor performance and to identify the required documentation and the resources to be employed. The QASP provides a means for evaluating whether the contractor is meeting the performance standards/quality levels identified in the PWS, and to ensure that the Government pays only for the level of services received.

1.1.2 This QASP defines the roles and responsibilities of all members of the integrated project team (IPT), identifies the performance objectives, defines the methodologies used to monitor and evaluate the contractor’s performance, describes quality assurance documentation requirements, and describes the analysis of quality assurance monitoring results.

1.2 Performance Management Approach

1.2.1 The PWS structures the acquisition around “what” service or quality level is required, as opposed to “how” the contractor should perform the work (i.e., results, not compliance). This QASP will define the performance management approach taken by the Portland District to monitor and manage the contractor’s performance to ensure the expected outcomes or performance objectives communicated in the PWS are achieved. Performance management rests on developing a capability to review and analyze information generated through performance assessment. The ability to make decisions based on the analysis of performance data is the cornerstone of performance management;

this analysis yields information that indicates whether expected outcomes for the project are being achieved by the contractor.

1.2.2 Performance management represents a significant shift from the more traditional quality assurance (QA) concepts in several ways. Performance management focuses on assessing whether outcomes are being achieved and to what extent. This approach migrates away from scrutiny of compliance with the processes and practices used to achieve the outcome. A performance-based approach enables the contractor to play a large role in how the work is performed, as long as the proposed processes are within the stated constraints. The only exceptions to process reviews are those required by law (federal, state, and local) and compelling business situations, such as safety and health. A “results” focus provides the contractor flexibility to continuously improve and innovate over the course of the contract as long as the critical outcomes expected are being achieved and/or the desired performance levels are being met.

1.3 Performance Management Strategy

1.3.1 The contractor is responsible for the quality of all work performed. The contractor measures that quality through the contractor’s own quality control (QC) program. QC is work output, not workers, and therefore includes all work performed under this contract regardless of whether the work is performed by contractor employees or by subcontractors. The contractor’s QCP will set forth the staffing and procedures for self-inspecting the quality, timeliness, responsiveness, customer satisfaction, and other performance requirements in the PWS. The contractor will develop and implement a performance management system with processes to assess and report its performance to the designated government representative. The contractor’s QCP will set forth the staffing and procedures for self-inspecting the quality, timeliness, responsiveness, customer satisfaction, and other performance requirements in the PWS. This QASP enables the government to take advantage of the contractor’s QC program.

1.3.2 The government representative(s) will monitor performance and review performance reports furnished by the contractor to determine how the contractor is performing against communicated performance objectives. The government will make determination on whether performance is acceptable or unacceptable, based on whether the goals in the performance work statement were met. The contractor will be responsible for making required changes in processes and practices to ensure performance is managed effectively.

2 ROLES AND RESPONSIBILITIES

2.1 The Contracting Officer

The Contracting Officer (KO) is responsible for monitoring contract compliance, contract administration, cost control, and for resolving any differences between the observations documented by the Contracting Officer’s Representative (COR), Quality Assurance Representative, and the contractor. The KO will designate one full-time COR as the government authority for performance management. The number of additional representatives serving as technical inspectors depends on the complexity of the services measured, as well as the contractor’s performance, and must be identified and designated by the KO.

2.2 The Contracting Officer’s Representative

The Contracting Officer’s Representative (COR) is designated in writing by the KO to act as his or her authorized representative to assist in administering a contract. COR limitations are contained in the written appointment letter.

The COR is responsible for technical administration of the project and ensures proper government surveillance of the contractor’s performance. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the government’s behalf. Any changes that the contractor deems may affect contract price, terms, or conditions shall be referred to the KO for action. The COR will have the responsibility for completing QA monitoring forms used to document the inspection and evaluation of the contractor’s work performance. Government surveillance may occur under the inspection of services clause for any service relating to the contract.

3 IDENTIFICATION OF REQUIRED PERFORMANCE STANDARDS/QUALITY LEVELS

The required performance standards and/or quality levels are included in the PWS and within the “Performance Requirements Summary.” If the contractor meets the required service or performance level, it will be paid the amount agreed on in the contract. If a failure to meet the required service or performance level the government may require the Contractor to perform the services again in conformity with contract requirement, at no increase in contract amount.

4 METHODOLOGIES TO MONITOR PERFORMANCE

4.1 Surveillance Techniques

In an effort to minimize the performance management burden, 100% inspection surveillance methods shall be used by the government to evaluate contractor performance. If COR discovers deficiencies and/or receives complaints, the COR will pass them on to the contractor’s Quality Control Inspector for correction.

4.2 Allowed Number of Discrepancies

The allowed number of discrepancies are located within the Performance Requirements Summary Table. Contractor performance is structured to allow the contractor to manage how the work is performed while providing negative incentives for performance shortfalls.

5 QUALITY ASSURANCE DOCUMENTATION

5.1 The Performance Management Feedback Loop

The performance management feedback loop begins with the communication of expected outcomes. Performance standards are expressed in the PWS and is assessed using the performance monitoring techniques shown with the PRS.

5.2 Monitoring Forms

The government’s QA surveillance, accomplished by the COR will be reported using the monitoring form in Attachment 2.

5.2.1 The COR will retain a copy of all completed QA surveillance forms.

6 ANALYSIS OF QUALITY ASSURANCE ASSESSMENT

6.1 Determining Performance

6.1.1 The Government shall use the monitoring methods cited, to determine whether the performance standards/service levels/AQLs have been met. If the contractor has not met the minimum requirements, contractor may be asked to develop a corrective action plan to show how, and by what date it intends to bring performance up to the required levels.

6.2 Reporting

6.2.1 At the end of each task outlined in the PWS section 5.0, the COR and or TPOC will provide written comments to the contractor if deficiencies are noted during surveillance. The written comments and responses to written comments will serve as documentation on the contractor’s performance and will become part of the QA documentation. During review of the deliverables, deficiencies (i.e., missing or incomplete tasks) will be noted and forwarded to the contractor so that it can be addressed (i.e., by providing written responses to comments to the COR or TPOC) and corrected in the final report. It will enable the government to demonstrate whether the contractor has met the stated objectives and or performance standards, including cost/technical/scheduling objectives.

6.3 Reviews and Resolution

6.3.1 The COR may require the contractor’s project manager, or a designated alternate, to meet with the COR and other government IPT personnel as deemed necessary to discuss performance evaluation. The COR will define a frequency of in-depth reviews with the contractor, including appropriate self-assessments by the contractor; however, if the need arises, the contractor will meet with COR as often as required or per the contractor’s request. The agenda of the reviews may include:

Daily performance assessments

Issues and concerns of both parties

Projected outlook for upcoming work and progress against expected trends, including a corrective action plan analysis

Recommendations for improved efficiency and/or effectiveness

Issues arising from the performance monitoring processes

6.3.2 The COR must coordinate and communicate with the contractor to resolve issues and concerns regarding marginal or unacceptable performance.

6.3.3 The COR and contractor should jointly formulate tactical and long-term courses of action. Decisions regarding changes to metrics, thresholds, or service levels should be clearly documented. Changes to service levels, procedures, and metrics will be incorporated as a contract modification at the convenience of the KO.

ATTACHMENT 1 - Performance Standards Summary Matrix

Deliverable / Required Service Performance Standard Summary AQL Familiarization with Water Management data systems and the interfaces between data systems and web display

Contractor shall gain and demonstrate working knowledge of current systems.

100%

Implement minor web page edits All identified web pages are edited to reflect specified changes.

100%

Embedded Links All identified links are edited to direct the link to the appropriate destination.

100%

Create web pages Create 20 web pages containing the identified content.

100%

Web Page Refresh Content on web pages is refreshed. 100% Update satellite image display Satellite imagery is displayed according to

USACE specifications.

100%

ATTACHMENT 2: Contractor Discrepancy Report

CONTRACT DISCREPANCY REPORT

Instructions: QAP fills in blocks 1, 3, 4, 5 (prepared), and 6. Contractor fills in blocks 9 and 10.

1. CONTRACT NUMBER 2. REPORT NUMBER FOR THIS DISCREPANCY

3. TO: (Contractor and Managers Name) 4. FROM: (Name of QAE)

5. DATES

PREPARED RETURNED BY CONTRACTOR ACTION COMPLETE

6. DISCREPANCY OR PROBLEM: (Describe in detail: include applicable SOW/Contract references: attach continuation sheet if necessary.)

7a. SIGNATURE OF CONTRACTING OFFICER REPRESENTATIVE 7b. SIGNATURE OF CONTRACTING OFFICER

8. TO: (Contracting Officer) FROM: (Contractor)

9. CONTRACTOR RESPONSE AS TO CAUSE, CORRECTIVE ACTION AND ACTIONS TO PREVENT RECURRENCE: ATTACH CONTINUATION SHEET IF NECESSARY.

(Cite applicable Q.C. program procedures or new Q.C. procedures.)

10. SIGNATURE OF CONTRACTOR REPRESENTATIVE

DATE

11. GOVERNMENT EVALUATION (Acceptance, partial acceptance, rejection; attach continuation sheet if necessary.)

12. GOVERNMENT ACTIONS (Reduced payment, cure notice, show cause, other.)

CLOSE OUT

NAME-TITLE SIGNATURE DATE

CONTRACTOR

NOTIFIED

QAE

COR/CO