Attachment_3_Quality__Assurance_Surveillance_Plan_(QASP).pdf

Quality Assurance Surveillance Plan (QASP)

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

Machining, Welding, Painting and Fabrication Services Contract

1. Purpose

This Quality Assurance Surveillance Plan (QASP) is developed in accordance with FAR

46.103 to establish the procedures for monitoring, reporting and evaluating the performance of (Award Contractor) under contract number (TBA). The intent is to ensure that the contractor performs in accordance with the Performance Work Statement (PWS) set forth in the contract, that the Government receives high quality of services, and that the Government only pays for the acceptable level of services received. The Government reserves the right to unilaterally change this document in the future.

2. Authority Authority for issuance of this QASP is provided under Contract Section E – Inspection and Acceptance, which provides for inspections and acceptance of the articles, services, and documentation called for in task orders to be accomplished by the Contracting Officer or his duly authorized representative.

3. Responsibilities

The Government resources shall have responsibilities for the implementation of this QASP as follows:

a. Contracting Officer – The Contracting Officer ensures performance of all necessary actions for effective contracting, ensures compliance with the terms of the contract and safeguards the interests of the United States in the contractual relationship. It is the Contracting Officer that assures the Contractor receives impartial, fair, and equitable treatment under the contract. The Contracting Officer is ultimately responsible for the final determination of the adequacy of the Contractor’s performance.

b. Contracting Officer Representative (COR) - The COR is responsible for overall administration of the project and assures 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 Contracting Officer for action.

c. Technical Monitor(s) (TM) – The TM provides detailed technical oversight of the Contractor’s performance and reports his or her findings to the COR in a timely, complete and impartial fashion to support the COR’s administration activities. While the TM may serve as a direct conduit to provide Government guidance and feedback to the contractor on technical matters, he or she is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf.

d. ATC Contracts Branch – The Contracts Branch provides centralized contracts management support to all ATC activities to include, but not limited to, the following: technical advice in the preparation of Acquisition Request Packages, QASP preparation and implementation, training, development of internal policies and procedures, and serves as the liaison office between contracting activities and ATC.

4. Methods of QA Surveillance

The below listed methods of surveillance shall be used in the administration of this QASP. In addition to specific instructions that may be mentioned, the appropriate and standardized form that is to be used for documentation of QA surveillance is the Surveillance Activity Checklist, included as Attachment A.

a. Customer Feedback – Customer feedback may be obtained either from the results of formal customer satisfaction surveys or from random customer complaints. Customer complaints, to be considered valid, must set forth clearly and in writing the detailed nature of the complaint, must be signed by the customer and TM and forwarded to the COR. The COR shall maintain a summary log of all formally received customer complaints as well as a copy of each complaint in a documentation file. The COR shall also keep the tabulated results of all customer satisfaction surveys on file and shall enter the summary results into the Surveillance Activity Checklist.

b. 100% Inspection - This level of inspection shall be accomplished by monitoring and documentation. Each quarter the TM and COR shall inspect designated performance tasks, review the generated documentation and enter summary results into the Surveillance Activity Checklist.

c. Periodic Inspection – The TM and COR shall conduct periodic inspections on a monthly basis.

d. Random Monitoring - Random monitoring shall be conducted weekly and when specified in individual projects. For the potential tasks that have been identified so far and included in this QASP, the random monitoring shall be performed by the TM and the COR.

5. Performance Standards Matrix

Ratings: E – Exceeds, M – Met, PM – Partially Met, NM – Not Met, NA – Not Applicable

ID

Performance Requirement

PWS

Section

Performance Standard

Method of Surveillance

Acceptable Performance Level (APL)

Rating:

A Program Management

C.1.3.2 Timely and effective communication at all times.

Meet with the COR on a

COR and TM quarterly and periodic

95% Compliance, Correctable to quarterly basis. Responsive to needs and accountable for all projects’ progress and performance. Effective quality management IAW with Quality Management

Plan.

assessment.

Quarterly meetings.

Customer feedback.

100% in 30 days of submission

B Qualified Personnel

C.1.3.3, Att. 2 to

PWS

Provides an adequate number of appropriate personnel to complete tasks. Provide personnel that meet the minimum requirements specified in Attachment 2 with the appropriate licenses.

COR and TM quarterly and periodic assessment.

Customer feedback.

95% Compliance, Correctable to 100% in 30 days of request for personnel

C Contractor Equipment and

Services

C.3 Provides all necessary supplies, parts, materials, tools, support equipment, labor, vehicles and services specified in the PWS except those specifically stated as

Government furnished property.

COR and TM quarterly and periodic assessment

90% Compliance Correctable to

100% in 60 days of employee start date

D Deliverable Timeliness

C.4 All products and services delivered as specified by the contract and the COR/TM

COR and TM monthly and periodic assessment.

Customer feedback.

95% Compliance, Correctable to 100% in 30 days of submission

E Invoicing C.1.21, C.4.7.1 and Section G of contract

Timely accounting and invoicing of costs via

WAWF ONLY. All cost-reimbursable expenses are pre-approved by the COR.

Provide quotes with expense request to ensure prices are fair and reasonable

COR

monthly and periodic assessment

70% compliance by 30 days, 90% by 60 days, 100% by 90 days of each invoicing period

F Training Att. 4 Ensure all contractor personnel receive the required training in the timeframe specified.

Maintain training records for each employee.

COR and TM quarterly and periodic assessment

95% Compliance, Correctable to 100% in 30 days of each employee start date

H Organizational Conflicts of

Interest (OCIs)

C.1.3.4 Ensure there are no OCIs and report potential OCIs within

3 working days to the

COR and TM monthly and periodic

100% Compliance

Contracting Officer. Ensure OCI requirements are clear to subcontractors.

assessment

I Safety C.1.7 Compliance with the PWS, Federal laws, DoD, APG and ATC SOP and Regulations

COR and TM monthly and periodic assessment

100% Compliance for all issues that could result in serious bodily injury, death or property damage over $5,000;

95% for all other issues

J Security C.1.6 Compliance with the PWS, Federal laws, DoD, APG and ATC SOP and Regulations

COR and TM monthly and periodic assessment

95% Compliance

K Environmental C.1.10 Compliance with the PWS, Federal laws, DoD, APG and ATC SOP and Regulations

COR and TM monthly and periodic assessment

95% Compliance

6. Feedback to Contractor

The COR shall conduct quarterly meetings with the contractor to provide feedback on its performance and/or or about any other contractual matter. The COR should summarize and document QASP results and provide to the contractor during the meeting. The COR shall document everything in writing and report unacceptable and unsafe performance to the ATC Contracts branch and contracting officer. Prompt feedback is essential so the contractor can develop and implement a corrective action plan. Issues and concerns that cannot be resolved at the working level or which impact on contractual requirements shall be reported to the Contracting Officer for resolution and contractual action.

7. Surveillance Folder The COR assigned to perform surveillance, with the assistance of the TPOC, shall prepare a Contract Surveillance Folder for their assigned contract requirements. The folder shall have, at a minimum, the following divisions:

a. COR and TPOC appointment letters, contracting officer letter of designation, and Training Record.

b. PWS, and other pertinent parts of the contract.

c. Surveillance Plan.

d. Surveillance Reports.

e. Other applicable documentation, such as:

i. Customer and user comments

ii. Data and technical reports

iii. Contractor Management/Emergency POC contact list

iv. Quarterly Meeting minutes with name of all attendees

v. Required Contractor certifications (i.e. Education or skill required certifications/license)

8. Contract Information

a. Contract Number: TBD

b. Contractor Name: TBD

c. Contractor Address, email address and contact numbers: TBD

d. Contract Period: TBD