Attach_002_QASP.pdf

W912PX-19-R-0002

Attachment 002

JIATF SOUTH

SECURITY SUPPORT SERVICES

Quality Assurance Surveillance Plan

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. Monthly COR Activity Report

10. Contractor Manpower Reporting (CMR)

11. Quality Assurance Surveillance File

12. Contractor Performance Assessment Reporting System (CPARS)

13. Record Retention

14. 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 purpose of this contract is to provide Joint Interagency Task Force South (JIATFS) Security Support Services, uniformed armed security guard services and non-uniformed security services, for the JIATFS, Truman Annex, Naval Air Station Key West, Florida. The company accepting this contract must possess a final Top Secret Facility Clearance.

The security guard force shall consist of a total of 4 Security Posts, including a Shift Supervisory Security Officer as outlined in item number 13.

The Contractor shall furnish all required labor, supervision, uniforms, equipment, licenses, certifications, and permits necessary to provide the services specified herein for complete security services. The contractor shall provide uniformed protective security guards capable of providing a deterrent against unauthorized, illegal, or potentially life threatening activities directed against JIATF South employees, visitors, classified information, programs, or property.

Duties shall include the following: Control all access for personnel and equipment going into and out of the JIATF South compound and Central Processing Facility. Monitor Intrusion Detection Systems (IDS), Closed Circuit Television Video (CCTV) control systems, and security monitoring system for any breach of security at the JIATF South facilities. Monitor, operate, and initiate emergency operation procedures of JIATF South Perimeter Control equipment. Utilizing CCTV equipment, monitor the status of designated security areas and assess alarm conditions annunciated by the security control system. Conduct alarm checks as required by JIATF South Guard Force SOP. Process all alarms via the security monitoring systems. Respond within five minutes to all alarm conditions within the SCIF and at the SCIF perimeter, including emergency exits being used in non-emergency situations. Detain any unauthorized personnel attempting to gain forced or surreptitious entry into the SCIF. Administer non-lethal force when authorized in accordance with supervisory guidance and directives. Notify Naval Air Station Key West Police as secondary response force when required. Maintain a detailed journal documenting results of security checks, IDS checks, alarm conditions, alarm responses and results, and any incidents occurring during the shift that require supervisory notification in accordance with supervisory instructions. Conduct face to ID checks as required. Conduct roving patrols and security checks of the SCIF areas ensuring SCIF entry/exit doors, roof access, and emergency exit doors, are secure and have no signs of tampering or unauthorized entry; and that hallways and exit doors are free of obstructions that would hinder personnel egress or fire/medical/police ingress in an emergency. Visually inspect security lighting, CCTV cameras, and intrusion detection systems (IDS) for any signs outward signs of malfunction, tampering, or damage. Detect and/or respond to violations of law or regulations, security hazards or violations, fire or safety hazards, medical emergencies, civil disorders, terrorist threats, hostage conditions, and other adverse circumstances, as necessary. Notify and coordinate fire, police and emergency medical team response, as appropriate.

2.2 Contract. This contract is a Firm Fixed Price for Security Support Services.

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.

4. CONTRACT QUALITY REQUIREMENTS

4.1. Quality Control Program. The Contractor's Quality Control Program requirements are defined in part 1.6 General Information 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 SURVIELLANCE

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.

5.2. Monthly Surveillance Schedule. The COR will develop a monthly schedule of surveillance activities 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 monthly 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 DA Form 5475-R (COR/QAE Surveillance Schedule) http://armypubs.army.mil/eforms/pdf/A5475.PDF may be tailored to be used for this purpose. The monthly schedule will be completed no later than seven calendar days prior to the beginning of the period it covers and a copy forwarded to the KO for information and review.

5.2. 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 for acceptable performance. The Surveillance Activity Checklists, DA Form 5476 http://armypubs.army.mil/eforms/pdf/A5476.PDF may be tailored to be used for this purpose.

5.3. 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, 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 Tally Checklist DA Form 5481 http://armypubs.army.mil/eforms/pdf/A5481.PDF may be tailored to be used for this 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 time line after notification to correct the deficiency in accordance with requirements of the contract. Deficiencies that cannot be corrected within the indentified time line will be reported to the Contracting Officer. Again the Tally Checklist DA Form 5481 http://armypubs.army.mil/eforms/pdf/A5481.PDF may be used for this purpose.

6.1. Customer Feedback. For customer feedback or complaints it is recommended that the Customer Complaint Record DA Form 5477 http://armypubs.army.mil/eforms/pdf/A5477.PDF be used. However 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. Contract Deficiency Reports. The COR will report more serious (systemic in nature) deficiencies or recurring deficiencies that could indicate a trend by using the DA Form 5479-R, Contract Discrepancy Report http://armypubs.army.mil/eforms/pdf/A5479.PDF . The Contract Discrepancy Report will state the Contract Requirement, the specific contract reference and the specific violation (s) to the requirement. The COR will forward copies of Contract Discrepancy Reports to the KO within one working day. 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 DA Form 5479-R 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 CDR 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 monthly 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 issuing Contractor a Contract Deficiency Report (CDR). Trends noted using Contractor data should never result in a CDR unless the Contractor is not addressing the negative trend. Documentation of data analysis will be in the Monthly COR Activity 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 Wide Area Workflow https://wawf.eb.mil/.

9. Monthly COR Activity Report. . By the last working day of the month, the COR will complete the VCE Online Monthly Report 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 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. Contractor Manpower Reporting. The COR shall verify Contactor has complied with the required contractor manpower reporting and document any observations.

11. Quality Assurance Surveillance File: The official COR Quality Assurance Surveillance File will be maintained in the on-line COR Management Tool https://arc.army.mil/COR per ACC PAM 70-1. The Quality Assurance, or COR Surveillance file shall contain the following as applicable:

a. Copy of the COR designation letter from the KO, any changes to that letter, and any termination letters.

b. Training Certifications for COR and refresher training.

c. Copy of the contract and all contract modifications.

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

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

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

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

h. Monthly surveillance schedules.

i. Surveillance Checklists

j. Records of all inspections performed and the results.

k. Customer Feedback.

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

m. 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/QAE will forward these records to the KO upon completion of the contract/order.

14. 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.

TECHNICAL EXBIHIT 1

Performance Requirements Summary

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

Surveillance Method

1. Combating Trafficking in Persons FAR 52.222-50 c

The Contractor shall Notify its employees of the United States Government's zero tolerance policy described in paragraph (b) of this clause the actions that will be taken against employees for violations of this policy. Such actions may include, but are not limited to, removal from the contract, reduction in benefits, or termination of employment.

100% Compliance

100% Inspection, COR

Validation

2. Contracting Manpower Reporting

(PWS 5.26)

The Contractor shall completely fill in all the information in the format using the following web address https://cmra.army.mil. The contractor shall provide the estimated total cost (if any) incurred to comply with this reporting requirement. Reporting period shall be the period of performance not to exceed 12 months ending September 30 of each government fiscal year and must be reported by 31 October of each calendar year. If contract period of performance ends prior to September 30, the contractor has 30 day from end date of the contract to complete the CMR requirement.

100% Compliance

100% Inspection, COR

Validation

3. Training Documentation

(PWS 5.13.3)

Contractor shall document the training and qualification of each individual.

Contractor training courses and individual certifications shall be available for COR’s review.

100% Compliance

100% Inspection

COR

Validation

4. Key Control

(PWS 1.6.7.2)

The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons.

Inspection

COR

Validation

5. Critical Information and Incident Reporting

Contractor shall log all security incidents and notify Physical Security Officer or Command Security Manager within 30

(PWS 5.1.4.11) minutes of occurrence for Incident Reporting to USSOUTHCOM Operations Center.

COR

Validation

6. Visitor Control/Access Control

(PWS 5.2.1)

The Contractor shall control access into the JIATF South facility while complying with internal facility SOP/Policy for visitors.

100% Compliance

Periodic