QASP Leased vehicles With Drivers (1)_ExSF-24 CHL.pdf

410th CSB QASP V 1 Rev 2023-10

Exercise Southern FENIX-24 Leased Vehicles with Drivers

Quality Assurance Surveillance Plan

NOTE: THIS QASP IS PROVIDED AS AN ATTACHMENT TO THE SOLICITATION FOR

INFORMATIONAL PURPOSES ONLY. IT WILL NOT BECOME PART OF THIS

CONTRACT.

TABLE OF CONTENTS

Subject

1. Overview

2. Description of Services

3. Roles and Responsibilities

4. Contract Quality Requirements

5. Government Surveillance

6. Non-Conforming Performance

7. Data Analysis

8. Acceptance of Services

9. COR Status Report

10. Service Contract Reporting

11. Quality Assurance Surveillance File

12. Contractor Performance Assessment Reporting System (CPARS)

13. Record Retention

14. Combating Trafficking in Persons (CTIP)

15. SPOT

16. QASP Changes

1. OVERVIEW

1.1 Purpose. The purpose of this plan is to identify the methods and procedures the Government will use to ensure it receives the services/products under this contract as identified in the Performance Work Statement (PWS).

1.2 Intent. The intent of this plan is to hold the Contractor accountable for quality control and to encourage the contractor to take appropriate steps to control and improve quality. Contractor is responsible to develop an efficient methodology to ensure they meet and/or exceed the required thresholds of service as outlined in this acquisition. The Government intends to perform surveillance on this contract in accordance with this Quality Assurance Surveillance Plan (QASP) but reserves the right to monitor the contract in any manner necessary, at any times necessary, and at all places necessary to ensure that the rendered services conform to contract requirements. The Government reserves the right to perform quality assurance at the subcontract level and perform quality assurance at the contractor's place of business, if applicable. Non-conforming services discovered with subcontractors will be addressed with the prime contractor for resolution.

2. DESCRIPTION OF SERVICES

2.1 Scope of Work. The Contractor shall provide non-personal services and furnish all labor, transportation, equipment, materials, and any other items and services necessary to provide rental vehicles with drivers. All vehicles shall be delivered with a full tank of fuel to start the mission and shall include refueling as part of the contract throughout the contract performance period.

The period of performance shall be from 11 August – 18 September 2024. The contractor shall accomplish these services in coordination with the Contracting Officer (KO) and the Contracting Officer Representative (COR).

2.2 Contract. The Contractor shall provide commercial rental vehicle services with driver 12 hours per day throughout the period of performance of 11 August – 18 September 2024. All vehicles shall be delivered with a full tank of fuel to start the mission and shall include refueling as part of the contract throughout the contract performance period.

3. ROLES AND RESPONSIBILITIES.

Contracting Officer (KO) - A person duly appointed with the authority to enter into, administer and terminate contracts on behalf of the Government. The KO is the only person who can legally commit the Government and only the KO, as the Government’s agent, can modify the contract/order. The KO is the final authority for determining the adequacy of the Contractor’s performance. KO decisions arising under or relating to the contact are final.

Contracting Officer’s Representative (COR) – An individual designated in writing by the KO to perform specific technical and administrative functions within the scope and limitations of their written appointment (e.g., surveillance of Contractor’s performance, accept services). The COR is not empowered to make any contractual commitments or authorize any changes to the order/contract or in any way obligate additional funds by the Government; such authority rests solely with the KO.

Contract Administrator – N/A Property Administrator – N/A Alternate Contracting Officer Representative–

4. CONTRACT QUALITY REQUIREMENTS

4.1. Quality Control Program. The Contractor's Quality Control Program requirements are defined in Part 5 of the PWS. The Contractor shall develop, maintain, enforce, and document a Quality Control Plan (QCP) which complies with the requirements of this contract and outlines how they will ensure the Government will receive all the services required by the contract at the specified quality level.

4.2. Government Quality Assurance. The Government will perform Quality Assurance oversight of the Contractor and Contractor’s QCP IAW with this QASP to ensure acceptable levels of contract performance are achieved and that the contractor is performing acceptable levels of Quality Control to ensure fully acceptable services are provided.

5. GOVERNMENT SURVEILLANCE

5.1. Methods of Surveillance include but are not limited to:

• 100% Inspection - Reserved for the highest risk areas where consequence of failure is high (i.e. life or limb are threatened) or there is likelihood of mission failure.

• Random Sampling - When a service is performed relatively frequently, and a statistically valid sample can be selected for audit. The most appropriate method for frequently recurring tasks.

• Periodic Sampling - Planned sampling of a service at specific predetermined dates and times. May be appropriate for tasks that occur infrequently.

• Customer Feedback – Not necessarily a valid method of surveillance but a good indicator for areas surveillance should be conducted or intensified. Negative feedback must be validate/verified by the COR.

5.2. Surveillance Schedule. The COR will develop a schedule of surveillance based on the frequency of surveillance outlined by the KO in the designation letter and in Procurement Integrated Enterprise Environment (PIEE)-Surveillance and Performance Monitoring (SPM).

The surveillance activities will be based on the Performance Standards as outlined in the Performance Requirements Summary (PRS) (PRS will be an attachment to this QASP) as well as any other critical contractual requirements determined to be higher risk requiring oversight. The surveillance outlined in the schedule will be as detailed and in-depth as necessary to provide the Government with the objective quality evidence required to support acceptance of the services provided by the Contractor. The schedule will provide planned periodic surveillance during all required hours of the Contractor’s operation. The schedule is “FOR OFFICIAL USE ONLY” and is not releasable to anyone other than authorized Government personnel. The schedule will identify the method of surveillance, the date of inspection, place of inspection, activity to be monitored, and who will conduct the surveillance (dates and times can be altered without a formal change to the schedule as long as all inspections are performed). The 410th CSB surveillance schedule shall be used to plan and scheduled surveillance. The schedule will be completed and uploaded into the SPM module prior to the surveillance period and as changes occur.

5.3. Inspection instructions/checklists. The COR will develop inspection instructions/checklists for all planned inspections which may require special instructions on how to perform the inspection, what observations should be made with specific details of what to look for acceptable performance. The 410th Surveillance Checklist shall be used for the above purpose.

5.4. Documentation of Inspections. All inspections/observations will be documented and will include as a minimum date and time, who performed the inspection, what was inspected, tested, witnessed, or verified to what standard and the results. Successful or exceptional performance will be documented as well as deficiencies in Contractor performance. Documentation will be maintained for future reference, audit, proof of inspection, and past performance documentation.

The 410th Surveillance Checklist shall be used for the above purpose.

6. Non-Conforming Performance. The COR will notify the Contractor, in person, each time an unacceptable observation has been recorded and ask the Contractor to correct the problem or re-accomplish the service. All valid non-conformances observed by the Government will be documented! The COR will record the contract requirement, the specific deficiency to the requirement, the date and time it was discovered, and have the Contractor initial the entry. The Contractor will be given a timeline after notification to correct the deficiency in accordance with requirements of the contract. Deficiencies that cannot be corrected within the identified timeline will be reported to the KO. The approved 410th CSB nonconformance report (NCR) form shall be used to document all contractual nonconformance’ to include issues. All NCRs shall be logged into the NCR Log. Only KOs shall issue NCRs to the contractor.

6.1. Customer Feedback. Customer feedback can be in any form, verbal or written but no matter the format, the COR will maintain a record of the feedback positive or negative.

a. If immediate response to a complaint is required, the COR will provide the response to the requester as soon as practical.

b. The COR will conduct an investigation to determine the validity of any negative comments received.

c. If the negative comment is determined not to be valid, if possible, the COR will inform customer of the reason(s) as soon as practical.

d. For validated negative comments that are true contractual non-conformances see paragraph 6.

If this non-conformance is a more serious (systemic in nature) deficiency or recurring deficiency that could indicate a trend the COR should see paragraph 6.2.

e. The COR will follow up with the customer of the corrective action taken by the contractor, if applicable.

6.2. Non-Conformance Reports (NCR). The COR will report more serious (systemic in nature) deficiencies or recurring deficiencies that could indicate a trend by using the 410th CSB non-conformance report. The Non-Conformance Report will state the Contract Requirement, the specific contract reference, and the specific violation (s) to the requirement. The COR will forward copies of Non-Conformance Report to the QAS, within 24 hours of the Non- Conformance finding for validation and verification against the terms and conditions of the Contract, once this has been done the QAS will assign a 410th CSB NCR tracking number and forward it the KO for action. The KO will notify the Contractor and request corrective action to the specific non-conformance, identification of the root cause and corrective action for the root cause with a required suspense date. The KO may require the Contractor to re-perform any services that do not meet contract requirements at no additional cost to the Government. The Contractor will return a copy of the completed and signed Non-Conformance Report along with their Corrective Action Plan (CAP) to the KO for review, approval, and inclusion in the contract/order file. The KO should include the COR in the review of the CAP and re-inspection of services that were found deficient to ensure the CAP included adequate root cause analysis, corrective action for the root cause and that it was accomplished in the timeframe agreed upon.

The KO and COR will not consider the NCR closed until all deficiencies have been corrected and all agreed upon actions of the CAP have been completed. Contractor’s failure to follow through and complete corrective actions will be reported immediately to the KO for further action. (Note: if the COR has to repeatedly perform re-inspection there could be a Government re-inspection cost which could be recovered from the Contractor). The COR will also follow-up after the Contractor has completed the corrective action to ensure that the Contractor’s corrective action was sufficient to preclude recurrence.

7. Data Analysis. COR shall perform and document analysis of available data and make adjustments to surveillance schedule as required based on results of analysis. Analysis shall be used to look for and document trends in performance which may indicate shifts in performance risk that could result in increased or reduced surveillance. Data can be based on Government observations or Contractor observations. Negative trends noted using Government observations could result in the KO issuing the Contractor a Cure Notice. Trends noted using Contractor data should never result in a Cure Notice unless the Contractor is not addressing the negative trend.

Documentation of data analysis will be in the COR Status Report.

8. Acceptance of Services. When all services have been deemed acceptable and there is documented objective quality evidence to support acceptable performance the COR will accept the services provided and authorize payment upon satisfactory completion of the work. This is done by approving the Contractor’s invoice in PIEE-Wide Area Workflow https://piee.eb.mil/ or DD250 (if applicable).

9. COR Status Report. By the last working day of the month, the COR will complete the PIEE- SPM Online COR Status Report Smart Form for KO review and acceptance or rejection. The COR will use the criteria listed below when rating the Contactor’s Quality of Work. In the Contactor’s Quality of Work comment box, the COR will include a summary of inspections performed, summary of customer complaints, summary of contract discrepancies, recommended adjustments to surveillance and any other pertinent contract activities. In the individual question https://piee.eb.mil/ comments box, the COR will include a detailed summary of observations as it pertains to the individual question.

Contractors Quality of Work Contractor quality of work ratings and criteria are described below:

Performance Rating

Criteria

Exceptional Performance meets contractual requirements and exceeds many of the government’s benefits. The contractual performance of the element or sub-element being assessed was accomplished with few minor problems for which corrective actions taken by the contractor were highly effective.

Very Good Performance meets contractual requirements and exceeds some of the government benefits. The contractual performance element or sub-element being assessed was accomplished with some minor problems for which corrective actions taken by the contractor were highly effective.

Satisfactory Performance meets all minimum contractual requirements. The contractual performance of the element or sub-element contains some minor problems for which corrective actions taken by the contractor appear or were satisfactory.

Marginal Performance does not meet some contractual requirements. The contractual performance of the element or sub-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.

Unsatisfactory Performance does not meet most contractual requirements and recovery is not likely in a timely manner. The contractual performance of the element or sub-element contains serious problem(s) for which the contractor’s corrective actions appear or were ineffective.

10. Service Contract Reporting. If required by the contract, the COR shall verify the Contactor has complied with the required Service Contract Reporting and document any observations.

11. COR Surveillance File: The official COR Surveillance File will be maintained in the on-line PIEE-SPM module via https://piee.eb.mil/ per DFARS 201.602-2. The COR Surveillance file shall contain the following as applicable:

a. Copy of the COR designation letter from the KO (Smart Form in SPM), any changes to that letter, and any termination letters (Smart Form in SPM).

b. Training Certifications for COR and refresher training.

c. Copy of the applicable Quality Assurance Surveillance Plan (QASP).

https://piee.eb.mil/

d. Copy of the contractor’s Quality Control Plan (QCP)

e. All correspondence initiated by authorized representatives (Contractor or Government) concerning performance of the contract.

f. Names, position titles and contact information of all key personnel assigned to this contract both Government and Contractor.

g. Surveillance schedules.

h. Surveillance checklists.

i. Records of all inspections performed and the results.

j. Customer Feedback.

k. Memoranda for record of minutes of any meeting, telephone conversations and discussions with the contractor or others pertaining to the contract or contract performance.

l. Documentation pertaining to acceptance of services, reports, or data.

12. Contractor Performance Assessment Reporting System (CPARS). Documented surveillance data IAW this QASP will be used as objective data to support CPARS ratings. The inclusion of detailed documented inspection results provides objectivity to CPARS reporting.

CPARS will be accomplished annually or at the end of a Task Order whichever occurs first.

13. Record Retention. All records will be retained for the life of this contract. The COR shall ensure all record are uploaded into PIEE-SPM and all hard copies shall be forward to the KO upon completion of the contract/order.

14. Combating Trafficking in Persons (CTIP). See US Department of State website, http://www.state.gov/j/tip/rls/tiprpt/2012/192363.htm Tier 1 Locations, Contracting Officer Representative (COR) shall ensure contractors are in compliance with FAR 52.222-50.

For Tiers 2, 2 watch list (WL), and 3 locations, CORs shall ensure contractors are following tier 1 requirements but also will perform spot checks, reviews, assess, and speak with government representatives, contractor, and subcontractor employees to assess if there are indicators of CTIP.

If indicators are identified, notify the contracting officer immediately. The 410th CSB CTIP checklist shall be used when conducting CTIP checks and surveillance.

The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

http://www.state.gov/j/tip/rls/tiprpt/2012/192363.htm

15. Synchronized Pre-deployment and Operational Tracker (SPOT) Upon award of this contract, or employment of new personnel, the Contractor shall enter Contractor employees and subcontractor employees performing services under this contract into the SPOT database who meet one of the following conditions:

a. All U.S. citizens and third country national (TCN) personnel who travel into the USSOUTHCOM AOR for periods of performance anticipated to exceed 30 consecutive days.

b. Third Country Nationals (TCN), Host Nation (HN) or Local Nationals (LN) who reside with or work in the immediate vicinity of US forces and/or civilian DOD personnel for periods of performance anticipated to exceed 30 consecutive days of the period of the contract performance.

c. Private security Contractors and contingency Contractor personnel authorized to carry weapons regardless of proximity to U.S. Armed Forces or DOD Civilian personnel and regardless of the length of the anticipated period of performance.

d. Contractor and subcontractor personnel with a place of performance in the continental

United States, including the USSOUTHCOM Headquarters and Joint Interagency Task Force-South (JIATF-S) Headquarters, that may, within the terms of the contract, deploy to the USSOUTHCOM AOR for periods anticipated to exceed 30 consecutive days.

e. The COR or KO will approve all employees in the SPOT database and a Letter of

Authorization (LOA) is generated to the Contractor on each employee. The signed LOA is required prior to travel to, from, or within the USSOUTHCOM AOR. The LOA will identify any additional authorizations, privileges, or Government support to which Contractor personnel are entitled under this contract. The LOA will be regenerated by the Contractor upon expiration of the LOA. Changes to the status of individual personnel relating to their in-theater arrival date and their duty location, to include closing out the trip with their proper status (e.g., mission complete, wounded, etc.) shall be annotated within the SPOT database in accordance with the timeliness established in the SPOT business rules. Information and standards for the SPOT system is posted on the U.S. Government Foreign Clearance Guide website at https://www.fcg.pentagon.mil/fcg.cfm for the country of employment. Access to SPOT is https://spot.dmdc.mil.

16. QASP Changes. The QASP is a living document and, as such, may be changed as needed.

However, the KO must approve changes. The COR will submit recommended changes to the KO for approval. Once approved, the COR will upload the newest version into PIEE-SPM.

https://www.fcg.pentagon.mil/fcg.cfm https://spot.dmdc.mil/

Requirements Table

The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective

Standard Performance Threshold

Method of Surveillance

Corrective measures and action for Non-

Conformance

Combating Trafficking in Persons FAR 52.222-50 c

The United States Government has adopted a policy prohibiting trafficking in persons including the trafficking-related activities of this clause.

100% Compliance

Periodic Inspection

The Contractor shall:

1) Notify its employees and agents of:

a. The United States Government's policy prohibiting trafficking in persons, described in para. (b) of this clause; and

b. The actions that will be taken against employees or agents for violations of this policy.

2) Take appropriate action, up to and including termination, against employees, agents, or subcontractors that violate the policy in para. (b) of this clause.

PRS#1

Contractor shall provide non-personal services to the Government with commercial rental vehicle services at the locations and dates specified in attachment

3. The contractor shall accomplish services in coordination with the

All vehicles shall be delivered with a full tank of fuel to start the mission and shall include refueling as part of the contract throughout the contract performance period.

100% Compliance

COR

validation;

100% inspection.

5% of contract price will be deducted

Contracting Officer (KO) and the Contracting Officer Representative

(COR).

PWS para 1.4

PRS#2

The Contractor company and all associated sub- Contractor companies must have been vetted by the US Embassy in the country which the contract will be performed.

PWS Para 1.6.21.2

Vetting will be coordinated through the US Embassy's DOD Security Cooperation Office (SCO) in the country of performance.

100% Compliance

COR

validation;

100% inspection.

If during any previous vetting process in other countries, the company is found to be barred from performing services for the Government;

this finding is grounds for termination of the contract.

PRS#3

Contractor and all associated subcontractor employees shall comply with applicable installation, facility and area commander installation/facility access and local security policies and procedures.

PWS Para 1.6.21.4

The employee performing services under this contract shall also provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services, Security Office or the host nation equivalent.

100% Compliance

COR

validation;

100% inspection.

Contractor shall replace driver within 24-hour notification from the COR.

5% of contract price will be deducted

PRS #4

The Contractor shall provide vehicles that are model 2022 or newer and equipped as stated in the

PWS.

PWS para 5.1.1.a

The Contractor provided vehicles no less than 3 years old and are equipped IAW requirements in 5.1

100% Compliance

100% inspection

5% of contract price will be deducted

PRS #6

Drivers are required for a minimum of 12 hours daily, as specified in Technical Exhibit A or

The drivers with their vehicles will arrive at the designated time and location specified in Technical Exhibit A or

100% Compliance

100% inspection as precoordinated by the

COR.

PWS para 5.2.a as pre-coordinated by the

COR.

PRS #6

Drivers must be capable of safely operating contracted rental vehicles.

PWS para 5.2.b

The Contractor shall ensure that drivers are able and capable of safely operating vehicles and are not under the effects of alcohol or drugs at least 8 hours prior to and during the performance of their duties.

100% Compliance

100% inspection

5% of contract price will be deducted

PRS #7

Comercial rental van capacity.

PWS para 5.1. 1.a

Rental van must have a 15 adult passenger capacity.

100% Compliance

100% inspection

5% of contract price will be deducted

PRS #8

Comercial rental van capacity.

PWS para 5.1.1.b

Full-size sports utility vehicles must have a 4 adult passenger capacity.

100% Compliance

100% inspection