A07_Attachment_2_-_QASP_(30_Mar_2016).pdf

Quality Assurance Surveillance Plan (QASP)

For

Army Units Force Structure Costing

(FORCES)

Deputy Assistant Secretary of the Army Cost and Economics

Reviewed By:

Requiring Activity

Contracting Officer

QUALITY ASSURANCE SURVEILLANCE PLAN

FOR

FORCES Suite of Models Deputy Assistant Secretary of the Army

Cost and Economics

1.0 INTRODUCTION

1.1. Purpose. The role of the government in quality assurance is to ensure contract standards are achieved. The purpose of the QASP is to identify the methods and procedures the government will use to evaluate contractor actions while performing the requirements in the Performance Work Statement (PWS). It is designed to provide an effective surveillance method by monitoring contractor performance for each listed performance objective in the Performance Requirements Summary for the contract.

1.1.1. The QASP provides a systematic method to evaluate the services the contractor is required to furnish. The QASP is based on the premise the government desires to maintain a quality standard for operational force cost estimating and that a service contract is the best means of achieving that objective.

1.1.2. The QASP has been developed by the requiring activity. It is designed to provide direction to personnel performing contract surveillance activities. Personnel surveying the contract terms and conditions and SOW requirements will periodically review the QASP throughout the life of the FORCES Suite of Models contract.

2.0. ROLES AND RESPONSIBILITIES.

2.1. Contracting Officer Representative (COR). The COR is responsible for quality assurance guidance and to ensure that contract quality requirements, provision, standards, and thresholds are defined, practical, enforceable, necessary, and verifiable.

2.1.1. The COR evaluates and documents contractor performance in accordance with the QASP and PWS.

2.1.2. The COR notifies the Contracting Officer of any significant performance deficiencies.

2.1.3. The COR maintains surveillance documentation.

2.1.4. The COR recommends improvements to the QASP and PWS throughout the life of the contract.

2.2. Contracting Officer (KO). The Contracting Officer is responsible to safeguard the interests of the United States in contractual relationships. Only the contracting officer is authorized to bind the government and then, only to the extent of the authority delegated to them through the issuance of a warrant.

2.2.1. The KO delegates authority for inspection and/or acceptance in accordance with the terms of the contract.

2.2.2. The KO informs the contractor of the names, duties, and limitations of authority for all quality assurance personnel assigned to the contract.

3.0. DESCRIPTION OF SERVICES

3.1. Scope of Work. The contractor shall provide all personnel, equipment, tools, materials, vehicles, supervision, and other items necessary to provide cost model development, maintenance and update of current cost models and operational costing support to the Deputy Assistant Secretary of the Army for Cost and Economics as defined in the Performance Work Statement (PWS).

4.0. QUALITY REQUIREMENTS

4.1. Quality Control Program. The contractor, not the government, is responsible for management and quality control actions to meet the terms of the contract.

4.1.2 The quality control program is the driver for quality. The contractor is required to develop a comprehensive program of inspections and monitoring actions. The first major step to ensuring a “self-correcting” contract is to ensure that the quality control program, approved at the beginning of the contract, provides the measures needed to lead the contractor to success.

4.1.3 Once the quality control program is accepted, careful application of the process and standards presented in the remainder of this document will ensure a robust quality assurance program.

5.0. SURVEILLANCE

5.1. Surveillance Schedule. The Contracting Officer Representative (COR) will develop a surveillance schedule. Copies of the schedule shall be sent to the contract administrator five calendar days prior to the start of the month. The schedule shall be marked “FOR OFFICIAL USE ONLY.” Changes to the surveillance schedule will be posted and copies sent to the contract administrator. Include documentation regarding reason for changes.

5.1. Surveillance Methods. This QASP will incorporate 100% inspection and validated customer complaints to ensure the contractor complies with the PWS requirements. Re-performance at no cost to the Government is the preferred method of correcting any unacceptable performance.

5.1.1. Validated Customer Complaint. PRS numbers one through four will be surveilled using this surveillance method. Anyone who observes unacceptable services, either incomplete or not performed, should immediately contact the COR. The COR will conduct an investigation to determine the validity of the complaint. If the COR determines the complaint to be valid, the COR will document the findings and notify the customer and the contractor. The COR will retain the annotated copy of the written complaint for the government’s files. If the complaint is valid, the contractor will be given four hours to correct the defect.

5.1.2. The COR should inform the customer the approximate time the defect will be corrected and advise the customer to contact the COR if the defect is not corrected. The COR will consider the customer complaint resolved unless notified otherwise by the customer.

5.1.3. The contractor shall return the written customer complaint document to the COR, completed with the actions taken to correct the defect. The government will retain this document to ensure the contractor has taken appropriate action(s) to prevent the recurrence of defects. The COR will retain and file the complaint form. At the end of each month, all validated complaints will be counted to determine if performance is satisfactory or unsatisfactory based on the criteria in the Performance Requirements Summary.

5.1.4. Periodic Surveillance: No performance objectives will be surveilled using periodic surveillance method of surveillance.

5.1.5. 100% Inspection: PRS numbers one through four will be surveilled using this method of surveillance.

5.1.6. Surveillance Team. The surveillance team consists of the following key players:

Contracting Officers Technical Representative, Contracting Officer Representative, Contracting Officers, and Contract Administrators.

5.1.7. Unacceptable Performance.

If the number of complaints/defects exceeds the performance threshold for any objective, the COR will determine the possible cause of this unacceptable performance.

Government-caused complaints/defects shall not be counted against the contractor.

The same applies to any other requirement of the contract when Government-caused complaints/defects are the cause of unacceptable contractor performance. If the contractor’s performance is judged unacceptable for any requirement by the COR, COR will inform the contractor’s on-site representative, and request his or her signature and date of surveillance on documentation acknowledging notification. If the on-site contractor representative refuses to sign, COR personnel shall annotate on the documentation the date and time of notification and name of representative and his/her refusal to acknowledge. If the contractor disputes the results of surveillance, COR must refer the contractor to the contracting officer for resolution.

5.1.8. Revisions. Revisions to this QASP are the joint responsibility of the requiring activity and the contracting office. However, as a result of partnering with the contractor, surveillance checklists may be revised jointly by COR personnel and contractor personnel. The contracting officer must approve the revisions in writing before being used by COR personnel.

6. DOCUMENTATION REQUIREMENTS.

6.1.1. The Contracting Officer Representative is responsible for maintaining a

Surveillance Folder at a designated location. The following information should be contained in the Surveillance Folder:

6.1.2. QASP

6.1.3. Contractor’s Quality Control Plan

6.1.4. Activity Log. A chronological log of the actions taken in the accomplishment of quality assurance.

6.1.5. Contract. Applicable portions of the contract and PWS, modifications, and delivery orders.

6.1.6. Appointment Letters and Training Certificates of the COR

6.1.7. Certification of Services Documentation

6.1.8. Surveillance Checklists

6.1.9. Quality Assurance Surveillance Schedules

6.1.10. Corrective Action Request Log

6.1.11. Corrective Action Requests

6.1.12. Monthly Surveillance Status Reports

6.1.13. Minutes/Memo’s/Miscellaneous Correspondence

SECTION 7

PERFORMANCE REQUIREMENTS SUMMARY (PRS)

7.1 Overview. This PRS summary identifies critical success factors for the contract. It identifies both the performance objectives for those factors and the performance threshold required for each performance objective. The Government reserves the right to surveil all services called for in the contract to determine whether or not the performance objectives and goals were met. This PRS;

7.1.1 Lists the performance objectives for the required service that the Government will surveil.

7.1.2 The absence of any contract requirement from the PRS shall not detract from its enforceability nor limit the rights or remedies of the Government under any other provision of the contract including the clauses entitled “Inspection of Services” and “Default”.

7.1.3 Will be used as the baseline to develop a QASP. The QASP will identify the surveillance methods the Government will use to evaluate the contractor’s performance.

7.1.3.1 Surveillance methods may include: Random Sampling, 100 Percent

Inspection, Periodic Surveillance, Validated Customer Complaint, or any combination of the methods.

7.1.3.2 Methods of surveillance can change after contract award based on, but not limited to:

a. Acceptance of a contractor QC plan.

b. A partnering agreement which established the metrics to be used.

c. Contractor performance.

7.2 Performance Evaluation. Performance of a service will be evaluated to determine whether or not it meets the performance threshold. Re-performance at no cost to the Government is the preferred method of correcting any unacceptable performance. The contractor shall provide the Government a written response as to why the performance threshold was not met, how performance will be returned to acceptable levels, and how recurrence of the cause will be prevented in the future.

Performance Requirements Summary

Performance Objective

Standard Performance Threshold

Method of Surveillance

PRS # 1. Maintain the Forces Suite of Models

PWS 5.2.1-5.2.7, 5.2.19,5.2.20

Accurate and timely in accordance with applicable Federal Law & DoD Directives.

Zero deviation from standard/2 Unresolved Complaints within 30 days of initiation

Inspection and acceptance

PRS #2 Provide Independent Cost Estimates

PWS 5.2.8, 5.2.9

Accurate and timely in accordance with applicable Federal Law & DoD Directives.

Less than one month after receipt of the

SAMAS.

Zero deviation from standard/2 Unresolved Complaints within 30 days of initiation

PRS #3. Train and Provide Answers to Question

PWS 5.2.10-5.2.12,5.2.14,5.2.22

Accurate and timely in accordance with applicable Federal Law & DoD Directives.

Less than two weeks after receipt of the data.

Zero deviation from standard/2 Unresolved Complaints within 30 days of initiation

PRS # 4 Provide and Maintain Plans and Data

PWS 5.2.15-5.2.18, 5.2.21

Accurate and timely in accordance with applicable Federal Law & DoD Directives.

Zero deviation from standard/2 Unresolved Complaints within 30 days of initiation

PRS #5 Improve the FORCES Suite of Models

PWS 5.2.13, 5.2.23

Effective in accordance with applicable Federal Law & DoD Directives.

Zero deviation from standard/2 Unresolved Complaints within 30 days of initiation

PRS # 6 Gather, review, assess, and validate all data components. The contractor shall gather, review, assess, and validate real property and financial source data components acquired from sources listed in PWS 5.2.24.

PWS 5.2.24

Accurate and timely in accordance with applicable Federal Law & DoD Directives, Army Pamphlets, and Letters of Instruction (LOI).

Zero deviation from standard/2 Unresolved Complaints within 30 days of initiation

PRS # 7 Update ISR-I Cost Factors annually. The contractor shall provide updated ISR-I Cost Factors annually using sources listed in PWS 5.2.24.

PWS 5.2.25

Accurate and timely in accordance with applicable Federal Law & DoD Directives, Army Pamphlets, and Letters of Instruction (LOI).

Zero deviation from standard/2 Unresolved Complaints within 30 days of initiation

PRS # 8 Develop ISR-I Cost Factor estimates required for upkeep of historic preservation facilities.

The contractor shall develop ISR-I historic preservation cost factors annually using sources listed in PWS 5.2.24. PWS 5.2.26

Accurate and timely in accordance with applicable Federal Law & DoD Directives, Army Pamphlets, and Letters of Instruction (LOI).

Zero deviation from standard/2 Unresolved Complaints within 30 days of initiation

PRS # 10 Provide Final ISR – I Cost Factor Report and documentation.

The contractor shall provide ISR-I Cost Factor report and documentation and deliver to DASA-CE Technical Representatives and ACSIM –ODO annually. PWS 5.2.27

Effective in accordance with applicable Federal Law & DoD Directives.

Zero deviation from standard/2 Unresolved Complaints within 30 days of initiation

PRS # 11 Provide Analytical Support.

The contractor shall provide analytical support to DASA-CE related to changes in policies, manuals, guidelines, and data sources affecting ISR-I cost factor development. PWS 5.2.28

Accurate and timely in accordance with applicable Federal Law & DoD Directives.

Zero deviation from standard/2 Unresolved Complaints within 30 days of initiation

PRS # 12 Provide Full Time Coordination Support.

The contractor shall provide support to DASA-CE as subject matter expert in meetings, briefings, and seminars related to ISR-I cost factors. PWS 5.2.29

Accurate and timely in accordance with applicable Federal Law & DoD Directives.

Zero deviation from standard/2 Unresolved Complaints within 30 days of initiation

PRS # 13 Provide Training.

The contractor shall provide training and briefings to DASA-CE on ISR-I Cost Factor development as requested. PWS 5.2.30

Accurate and timely in accordance with applicable Federal Law & DoD Directives.

Zero deviation from standard/2 Unresolved Complaints within 30 days of initiation

PRS # 14 Provide Ancillary Documentation For FORCES 5.2.31-5.2.36 (Applies to PRS #1 to PRS #5). For ISR-I Cost Factors - PWS 5.2.34, 5.2.35, 5.2.36 (Applies to PRS #6 to PRS #13)

Accurate and timely in accordance with applicable Federal Law & DoD Directives.

Zero deviation from standard/2 Unresolved Complaints within 30 days of initiation

Types of Surveillance:

Random Sampling: Evaluate randomly selected samples of the lot to determine the acceptability of the entire lot.

Random Inspection: Guide, Method of surveillance, Lot size, Sample size, Performance requirement, Sampling procedure, Inspection procedure 100 Percent Inspection: Inspect and evaluate performance each time task is performed Periodic Surveillance: Evaluation of samples selected on other than 100% or statistically random basis. (i.e. monthly, quarterly, semi-annually etc.)

Validated Customer Complaint: Complaints must be validated.