A01_QASP_Attachment_1.doc

Attachment 1

Quality Assurance Surveillance Plan (QASP) For Database, Network, Conference and Administrative Support For Army Office of Small Business Programs (OSBP)

Reviewed By:

__James Lloyd____ Requiring Activity

QUALITY ASSURANCE SURVEILLANCE PLAN

FOR

Database, Network, Conference and Administrative Support

For Army Office of Small Business Programs (OSBP)

1.0 INTRODUCTION

1.1.1. 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 Conference, Database, and Network Support for the Army OSBP contract.

1.1.2. 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 Database, Network, Conference and Administrative Support and that a service contract is the best means of achieving that objective.

1.1.3. 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 PWS requirements will periodically review the QASP throughout the life of the 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 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 Database, Network, Conference, and Administrative Support 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.

5.2.1 Surveillance Methods. This QASP will incorporate periodic inspection by the COR as the approach to insure the contractor complies with the PWS requirements. Re-performance is the preferred method of correcting any unacceptable performance.

5.2.2 Periodic Inspection: PRS# 1 - 3 will be surveilled using this method of surveillance.

5.2.3 Performance Threshold: No deviation in performance standards for task related to PRS # 1 & 2 is authorized. However, a 5% deviation from the standards is authorized for task related to PRS # 3.

5.2.4 100% Inspection: N/A

5.2.5 Surveillance Team. The surveillance team consists of the following key players: Contracting Officer Representative, Contracting Officers, and Contract Administrators.

5.3 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 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.

5.4 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.

6.2.1 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:

6.2.2 QASP

6.2.3 Contractor’s Quality Control Plan

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

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

6.2.6 Appointment Letters and Training Certificates of the COR

6.2.7 Certification of Services Documentation

6.2.8 Surveillance Checklists

6.2.9 Quality Assurance Surveillance Schedules

6.2.10 Corrective Action Request Log

6.2.11 Corrective Action Requests

6.2.12 Monthly Surveillance Status Reports

6.2.13 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, periodic inspection, customer comment, and any other acceptable method used in the commercial marketplace.

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 is the preferred method of correcting any unacceptable performance. The contractor shall provide the Government written response 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.

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