QASP - AFO Security Services.pdf

Albany Field Office

QUALITY ASSURANCE SURVEILLANCE PLAN

For Unarmed Guard Services Contract Award Number: TBD

Description:

The contractor shall provide unarmed security guard at the Albany Field Office (AFO) Reservation, 1 Bond Street, Troy, New York in accordance with the terms, conditions, provisions, and schedule of the contract. Services shall be for the period of December 01, 2024 through November 30, 2025, with four (4) pre-priced, one (1)-year options for renewal. The contractor shall be licensed in the State of New York and shall comply with all State and local laws applicable to security guards.

Contractor’s name: __________________________

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.

• 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.

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:

Organization or Agency: US Army Corps of Engineers Telephone: (917) 790- Email: @usace.army.mil

b. Contract Specialist (KS) - The KS acts as an acquisition consultant and serves as liaison between the Contractor and Albany Field Office, as well as liaison between

Albany Field Office and the supporting contracting office.

Assigned KS:

Telephone: 917-790- Email: @usace.army.mil

c. 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 quality assurance 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 COR: Laura Lozon Telephone: 518-960-6704 Email: Laura.P.Lozon@usace.army.mil

d. Other Key Government Personnel –

Title: Mackenzie Lambert, Deputy Chief, O&M Section Telephone: 518-960-6712 Email: Mackenzie.R.Lambert@usace.army.mil

Title: Daniel Garvansites, Chief, O&M Section Telephone: 518-960-6709 Email: Daniel.J.Garvansites@usace.army.mil

Title: Michael Wright, Branch Chief, Albany Field Office Telephone: 518-960-6700 Email: Michael.T.Wright@usace.army.mil

3. CONTRACTOR REPRESENTATIVES:

The following employees of the contractor serve as the contractor’s Program Manager and Local Supervisor for this contract.

a. Program Manager – Telephone:

Email:

b. Local Supervisor – Telephone:

Email:

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 Government shall use the following standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL).

Performance Requirements:

Task PWS ID # Indicator Standard

Acceptable Quality Level

Method of Surveillance

Incentive Vs. Dis-incentive

Security Guard Hours of Work and Work Schedule

One (1) Guard unarmed per shif t for the hours of work described in Paragraphs 5.a and 12

Guards are on site 10 minutes prior to shif t for turnover and f it for duty, meeting the hours of work, and compliant in strict accordance with the SOW

100%

Direct observation, Periodic inspection (auditing) of computer-based checkpoint tracking program logs, analysis of daily turnover checklist, 100% inspection

Exercise of Option Period; Satisfactory

CPARS;

Vs.

Payment deduction, Non-exercise of Option;

Removal of guard;

termination of contract, unsatisfactory

CPARS

Security Guard Requirements

Guards are submitting daily and supplemental reports ref lecting actual conditions (Paragraphs 13.a, 13.b) responding to emergencies (Paragraph 11)

Guards are performing duties and preparing daily and supplemental reports in strict accordance with the SOW.

100%

Periodic inspection (auditing) of computer-based checkpoint tracking program logs, analysis of daily and supplemental reports, 100% inspection

Exercise of Option Period; Satisfactory

CPARS;

Vs.

Payment deduction, Non-exercise of Option;

Removal of guard;

termination of contract, unsatisfactory

CPARS

Security Guard Tours 3

Guards are completing tours (Paragraph 14)

Guards complete eight

(8) tours each shif t in strict accordance with the SOW

100%

Periodic inspection (auditing) of computer-based checkpoint tracking program logs, analysis of daily reports, 100% inspection

Exercise of Option Period; Satisfactory

CPARS;

Vs.

Payment deduction, Non-exercise of Option;

Removal of guard;

termination of contract, unsatisfactory

CPARS

Task PWS ID # Indicator Standard

Acceptable Quality Level

Method of Surveillance

Incentive Vs. Dis-incentive

Security Guard Qualif ications

Guards meet all the qualif ications (Paragraphs 2.a, 2.g, 2.i and Paragraph 4)

Guards are found to have met all the qualifications in strict accordance with the SOW

100% Direct observation, 100% inspection, Exercise of Option Period; Satisfactory

CPARS;

Vs.

Non-exercise of Option; Removal of guard; termination of contract, unsatisfactory

CPARS

Security Guard Uniform

Guards are in uniform and have a personal appearance acceptable for the security profession (Paragraph 2.h)

Guards have met all the standards of appearance in strict accordance with the SOW

100% Direct observation, 100% inspection

Exercise of Option Period; Satisfactory

CPARS;

Vs.

Payment deduction, Non-exercise of Option;

Removal of guard;

termination of contract, unsatisfactory

CPARS

Contract Management and Supervision

Contractor management is responsive and completing administrative and supervisory requirements (Paragraphs 3, 5.b, 8, and 13.c)

Contractor provides copies of guard’s license and ID prior to the guard’s f irst shif t. Timely submission of work schedule, supervisor reports, and invoices.

100%

Analysis of bi-monthly supervisor reports, 100% inspection

Exercise of Option Period; Satisfactory

CPARS;

Vs.

Non-exercise of Option; termination of contract, unsatisfactory

CPARS

6. METHODS OF QA SURVEILLANCE.

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

Regardless of the surveillance method, the COR shall always contact the contractor's Contract Manager or Local Supervisor when a defect is identified and inform the manager of the specifics of the problem. The COR, with assistance from the KS, shall be responsible for monitoring the contractor’s performance in meeting a specific performance standard/AQL.

a. DIRECT OBSERVATION

b. PERIODIC INSPECTION

c. 100% INSPECTION.

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. See attached Schedule of Deductions for Nonperformance.

8. 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:

EXCEPTIONAL:

Performance significantly exceeds contract requirements to the Government’s benefit.

SATISFACTORY: Performance meets contractual requirements.

UNSATISFACTORY: Performance does not meet contractual requirements.

9. DOCUMENTING PERFORMANCE.

At the end of each month, the COR will prepare a written summary of the overall results of the quality assurance surveillance of the contractor’s performance.

a. ACCEPTABLE PERFORMANCE.

The Government shall document positive performance. A monthly performance report template is attached. Any report may become a part of the supporting documentation for payments and other contractual actions.

b. UNACCEPTABLE PERFORMANCE.

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

When the COR determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR) and present it to the contractor's Contract Manager or Local Supervisor. 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 unacceptable 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 COR. 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 or other actions deemed necessary by the KO.

Prepared by: Laura Lozon

Signature – Contracting Officer’s Representative

CONTRACT DISCREPANCY REPORT

(CDR)

1. Contract Number:

2. TO: (Contract Manager or Local Supervisor) <insert name>

3. FROM: (Name of COR) <insert name>

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 COR’s name>

Signature – Contracting Officer’s Representative Date

Received by:

Signature - Contract Manager or Local Supervisor Date