A07_ATTACHMENT_6_QASP.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN FOR

FACILITIES AND LOGISTICS SERVICES SUPPORT CONTRACT

1.0 INTRODUCTION

The role of the Government in quality assurance is to ensure contract standards are achieved.

The purpose of the Quality Assurance Surveillance Plan (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 PWS. This surveillance plan is site-specific and describes the monitoring, inspecting and reporting for facility and logistics support services provided to Edgewood Chemical Biological Center (ECBC) and other activities located at both the Aberdeen and Edgewood Area of Aberdeen Proving Ground of all contractor repair and maintenance to Government owned instrumentation located at Aberdeen Proving Ground – Edgewood Area and other supported duty stations.

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, provisions, standards, and thresholds are defined, practical, enforceable, necessary and verifiable.

2.1.1 T h e 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 using a Contractor Discrepancy Report with supporting documentation.

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 KO is responsible for safeguarding the interests of the United States Government in contractual relationships. Only the KO 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.

2.2.3 Task Monitor (TM) – An individual designated by the requiring activity to assist the COR and provide technical oversight of the Contractor’s performance. The TM’s primary duty is to monitor the Contractor’s performance by physically checking to see that tasks are completed, reports are submitted, and desired outcomes are achieved. When a surveillance observation results in an unacceptable evaluation, the TM will report the unacceptable performance to the COR. The TM is not authorized to direct work, offer advice on how the work should be performed, change the contract, or in any way obligate payment of funds by the Government.

3.0 DESCRIPTION OF SERVICES

The contractor shall provide all personnel and office supplies necessary to perform facility and logistics services for the Edgewood Chemical Biological Center (ECBC) and other activities located at the Aberdeen and Edgewood Area of Aberdeen Proving Ground.

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.

4.2 The Contractor shall ensure that the supported organization’s Calibration Program maintains a delinquency rate at or below the Army 3% allowance with the exception of surety areas which must be maintained at 100%. Delinquency is measured by number of items "out of calibration" divided by total number of active calibratable items.

5.0 QUALITY CHECKS

5.1 SURVEILLANCE. The COR will perform surveillance based on the quality and effectiveness of the contractor's facility management, warehouse operations and equipment management program. Observations include; performance spot checks, customer complaints, formal inspections by governing agencies and reviews of contract deliverables.

5.2 Unsatisfactory performance. If the number of complaints/defects exceeds the performance threshold for any objective, the COR will investigate the possible cause of this unsatisfactory performance. Government-caused complaints/defects will not be counted against the contractor. The same applies to any other requirements of the contractor 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, the COR will inform the contracting officer for resolution.

Significant performance deficiencies must be submitted to the Contracting Officer using a Contractor Discrepancy Report and include supporting documentation.

6.0 SURVEILLANCE DOCUMENTATION

6.1 The COR will use CORT automated performance evaluation form to record evaluation of the contractor's performance and deliverables in accordance with the methodology described above. The COR will substantiate all superior and unacceptable ratings through narratives on the form. Acceptable performance is expected from the contractor.

6.2 The CORT system will forward copies of all completed performance evaluation forms to the KO and contractor within one week of performance of inspection. When the COR issues an evaluation with an unacceptable rating, the contractor will be required to explain within 15 days, in writing to the COR why performance was unacceptable and how he/she plans to prevent reoccurrence of the unacceptable performance.

6.3 The KO will review each performance evaluation form prepared by the COR. When appropriate the KO may investigate further to determine if all the facts and circumstances surrounding the event were considered in the COR opinions on the form. The KO will immediately discuss any unacceptable rating with the contractor to assure that corrective action is promptly initiated.

6.4 At the end of every year, the COR will prepare a written Contractor Performance Assessment Report (CPAR) for the KO summarizing the overall results of his/her surveillance of the contractor's performance during the previous 12 months. This report will become part of the formal documentation.

6.5 The COR will maintain the automated file which contains copies of all performance evaluations forms and any other related documentation. The CORT system will allow these records to be downloaded for the KO at termination or completion of the Contract.

6.6 The COR will complete a monthly Performance Evaluation Report specifying overall contractor performance as either acceptable or superior.

6.7 If performance is unacceptable, re-performance is required until the contractor receives an acceptable rating. This re-performance is required regardless of cost or schedule constraints that may result from the unacceptable performance, unless the KO determines that the Task Order should be terminated. The COR working with the governments technical point of contact will prepare a corrective action report and keep in the contract files.

7.0 PERFORMANCE REQUIREMENTS SUMMARY (PRS)

7.1 Overview. This PRS summary identifies the services required by the PWS over which the Government will exercise surveillance.

7.2 Performance Evaluation. Performance of a service will be evaluated to determine whether or not it meets the performance threshold. Performing the services again at no cost to the government is the preferred method for correcting 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.

7.3 Performance Objectives, Indicators, Thresholds and Surveillance Methods. The services required by the contractor are summarized into performance objectives along with the minimum standards that relate to mission essential items.

PERFORMANCE REQUIREMENTS SUMMARY (PRS)

Performance Objective

Performance Indicator Performance Threshold

Method of Surveillance

PRS # 1 FACILITY

MANAGEMENT

PWS Para 3.2

Ensure safe access/egress during snow/ice events

Maintains areas to remove snow/ice as stated in PWS

Visual Inspections/Incident reports

Ensure buildings are secure

100% assurance is required

Telephonic notification from regulating office.

Monitor SF71 and other reports

Assures no unauthorized entry to surety facilities

100% of persons granted access are authorized for access and logs are maintained

Telephonic notification from regulating office/random inspection of logs

Reports are timely, accurate and complete

95% compliance with PWS requirements

Review of submitted

PRS # 2 Excess Equipment Turn-in Program

PWS Para 3.6.3

Ensure turn-in documentation accuracy

No more than 4 inaccurate documents quarterly

Property Book documentation

No more than 2 late scheduled appointment monthly

Customer complaints received by COR or Technical POC

PRS # 3 Equipment Management Programs

PWS Para 3.6.4

Ensure calibration to Army Standard

3% delinquency rate Formal inspection results

Pass formal inspections Maintain full program compliance in accordance with regulatory requirements 95% of the time

Formal inspection results

95% compliance with PWS requirements

Maintain accurate databases

No more than 3 database errors per quarter

Random inspection by Equipment Manager

PRS # 4 Property Book Management and Supply Operations

PWS Para 3.6.1

Ensure database entry accuracy

No more than 3 inaccurate entries quarterly

Official notification from Property Book Office. Random property book documentation review

Ensure documentation is filed correctly

No more than 2 misfiled documents quarterly

Visual Inspection

95% compliance with PWS requirements

PRS #5 Warehouse Receiving and Delivery

PWS Para 3.6.2

Ensure deliveries are according to PWS

No more than 5 late deliveries per quarter.

Customer complaints received by COR or Technical POC

Ensure accuracy of receipt and delivery documentation

No more than 3 inaccurate documents quarterly

Property Book documentation

The evaluation ratings are as follows:

Very Good - Performance meets contractual requirements and exceeds some to the

Government's benefit. The contractual performance of the task and sub-task being assessed was accomplished with some minor problems for which corrective actions taken by the contractor were effective.

Satisfactory - Performance meets contractual requirements. The contractual performance of the task and sub-task contain 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 task and sub-task 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 task or sub-task contains a serious problem(s) for which the contractor's corrective actions appear or were ineffective.

8.0 CORRECTIVE ACTION REPORT (CAR)

CORRECTIVE ACTION REPORT (CAR)

(If more space is needed, use reverse and identify by number)

1. CONTRACTOR

2. CONTRACT NUMBER

3. TYPE OF SERVICES

4. FUNCTIONAL AREA

5. SUSPENSE

DATE

6. CONTROL

NUMBER

7. DEFICIENCY MAJOR MINOR

FINDING:

FINDING IMPACT:

Please respond with a written corrective action plan that details the corrective action of the cited deficiency, the cause of the deficiency, and actions taken to prevent recurrence by Suspense Date in Block 5. If date was not entered in Block 5, the contractor is not required to provide a response.

8. QUALITY ASSURANCE PERSONNEL (COR)

TYPED NAME AND GRADE

SIGNATURE AND DATE

9. ISSUING AUTHORITY

TYPED NAME AND GRADE

SIGNATURE AND DATE

10. COR RESPONSE TO CONTRACTOR CORRECTIVE ACTION AND ACTION TAKEN TO PREVENT

RECURRENCE

11. COR DETERMINATION

ACCEPTED REJECTED

12. CLOSE DATE