Attachment 3 QASP Accreditation.pdf

Quality Assurance Surveillance Plan (QASP)

International Standards Organization (ISO) / International Electrotechnical

Commission (IEC) 17025 Accreditation Renewal Assessment Purchase Requisition # 12131980

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 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 (POW). It is designed to provide an effective surveillance method by monitoring contractor performance.

1.1.1 The QASP provides a systematic method to evaluate the services the contractor is required to perform as specified in the PWS and the Proposal.

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 PWS requirements will periodically review the QASP throughout the life of the contract.

2.0 ROLES AND RESPONSIBILITIES

2.1 Contracting Officer Representative. The Contracting Officer Representative (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 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 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. The Contracting Officer is responsible for safeguarding the interests of the United States Government 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 Contracting Officer delegates authority for inspection and/or acceptance in accordance with the terms of the contract.

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

3.1 DESCRIPTION OF SERVICES

3.1 Scope of Work. The Contractor will conduct on-site assessments for the renewal of Protection & Decontamination Test Branch, (PDTB) current laboratory accreditation to ISO/IEC 17025 in the field of Chemical Testing, Certificate # 0298.01. The on-site assessment will be conducted at the Protection & PDTB Laboratory located on E5100, 8890 Fleming Road, Aberdeen Proving Ground, Edgewood Area. The Contractor will also perform off-site reviews on the year after the on-site assessments have been conducted; these reviews will be performed at the Contractor’s site with the interaction of PDTB’s Quality Manager.

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.

5.0 SURVEILLANCE. The COR will perform surveillance based on the quality and effectiveness of the contractor’s data deliverables as well as the services provided.

5.1 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 will 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, 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 PERFORMANCE REQUIREMENTS SUMMARY (PRS)

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

6.2 Performance Evaluation. Performance of a service will be evaluated to determine whether or not it meets the performance threshold. Revising and resubmitting the documentation 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.

6.3 Performance Objectives, Indicators, Thresholds, and Surveillance Methods. The services required by the contractor are summarized into performance objectives and indicators, along with the minimum standards 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 Work

Statement

Acceptable Quality

Level

Surveillance Method

Personnel Qualifications provided in Opening Meeting (PWS 4.1, 4.2)

100% compliance 100% inspection, deviations documented by COR. If compliance falls below 95%, KO will be notified in writing

On-Site Assessment of PETB Quality Management to ISO/IEC 17025 Standards Accreditation (PWS 4.3)

100% performed once every other year; 46 hours scheduled

100% inspection, deviations documented by COR. If compliance falls below 95%, KO will be notified in writing

Off-Site Review of PETB Quality Management to ISO/IEC 17025 Standards Accreditation (PWS 4.4)

100% compliance 100% inspection, deviations documented by COR. If compliance falls below 95%, KO will be notified in writing

On Site Assessment Successful Completion

(PWS 4.5)

100% Compliance 100% inspection, deviations documented by COR. If compliance falls below 95%, KO will be notified in writing

Off Site Review Successful Completion

(PWS 4.5)

100% Compliance 100% inspection, deviations documented by COR. If compliance falls below 95%, KO will be notified in writing

Documentation Requirements on both On Site Assessment and Off Site Review of Quality Management to ISO/IEC 17025 Standards Accreditation.

(PWS 4.6)

100% Compliance;

Contractor will provide documentation to PDTB Quality Manager or COR

100% inspection, deviations documented by COR. If compliance falls below 90%, KO will be notified in writing

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.

7.0 Surveillance Methodology

The surveillance methods listed below will be used in the execution of this QASP.

100% Inspection 100% Inspections will be conducted on the accurate invoicing of charges. This inspection will be conducted by the ordering officials prior to submission of invoices for payment.

Periodic Progress Inspection The COR may complete a periodic progress inspection if s/he believes that deficiencies exist that must be addressed prior to milestone/deliverable completion. While corrective action or re-performance will be required if necessary, the Contractor will not be financially penalized for unacceptable performance recorded in periodic progress reports, provided that final performance evaluation of the milestone/deliverable is deemed acceptable.

Customer Feedback Additional feedback will be obtained through random customer feedback. To be considered valid, customer complaints must set forth clearly and in writing the detailed nature of the feedback, must be signed, and must be forwarded to the KO.

8.0 Surveillance Documentation

The COR will use the Quality Assurance Monitoring Form (included below) to record the evaluation of the Contractor’s performance. The COR must substantiate, through narratives in the form, all superior and unacceptable ratings. Performance at the acceptable level is expected from the Contractor. At a minimum, the evaluation form will indicate actual and scheduled delivery times and number of reviews required to achieve the final product.

The COR will forward copies of all completed performance evaluation forms to the KO and Contractor within one week of performing the inspection. When the Contractor receives an overall unacceptable rating, the Contractor will explain, within 15 days, in writing to COR why performance was unacceptable, how performance will be returned to acceptable levels, and how recurrence of the problem will be prevented in the future.

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 outlined on the form. The KO will immediately discuss any unacceptable rating with the Contractor to assure that corrective action is promptly initiated.

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 Quality Assurance (QA) documentation.

The COR will maintain a complete QA file. This file will contain copies of all performance evaluation forms and any other related documentation. The COR will forward these records to the KO at termination or completion of the contract.

9.0 Payment and Corrective Action

If the Contractor receives an unacceptable rating for the quality performance standard, 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 has opted to terminate the contract. If an acceptable rating is not achieved, the Government may reduce the contract price to reflect the reduced value of the services in accordance with FAR 52.246-4(e).

QUALITY ASSURANCE MONITORING FORM

Date: ___/____/______

Task Order: _______________________________________

Survey Period: ___/____/______ through ___/____/______ Method of Surveillance:

Evaluation of Contractor’s Performance: _______

Evaluation

Corrective Action Required: Yes No

Narrative Discussion of Contractor’s Performance During Survey Period:

Discussion

CORRECTIVE ACTION FORM FOR QASP

1) Task Order: _________________________

2) Survey Period: ___/____/______ through ___/____/______

3) Description of the Failure/Deficiency that Precipitated the Corrective Action:

Description

4) Description of the Criterion that the Failure/Deficiency was Evaluated Against:

5) Personnel Involved in the Identification of the Failure/Deficiency, Determination of the Appropriate Corrective Action, Approval of the Corrective Action, and Implementation of the Corrective Action:

6) Description of the Corrective Action that was Required:

7) Date/Time of Implementation of the Corrective Action: ___/____/______

8) Follow-Up Information to Prevent Recurrence of Failure/Deficiency (i.e., Need For Revision of Procedures or Specifications):

9) Personnel Responsible for Follow-Up Work:

10) Planned Date for Follow-Up Surveillance: ___/____/______

11) Other Notes:

Other

1.0 INTRODUCTION