QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)
DEPARTMENT OF VETERANS AFFAIRS
Program Contracting Activity Central (VA-PCAC)
Date: 2-5-2019
Project Number: NA
QASP Version Number: 1.0
THIS DOCUMENT DOES NOT GET INCORPORATED INTO THE CONTRACT; IT IS
USED BY GOVERNMENT REPRESENTATIVES TO MONITOR PERFORMANCE
AND THE GOVERNMENT HAS THE RIGHT TO CHANGE ITS METHOD OF
SURVEILLANCE AT ANY TIME.
QUALITY ASSURANCE SURVEILLANCE PLAN
For: VACO Space Analysis Support & Execution
Agreement Number: To be completed at award of the Agreement.
Agreement Description: Provide analysis and services for space management.
Contractor’s Name: To be completed at contract/order award.
1. PURPOSE
This Quality Assurance Surveillance Plan (QASP) provides a systematic method to
monitor Contractor performance. This QASP describes:
What will be monitored
How monitoring will take place
Who will conduct the monitoring
How monitoring efforts and results will be documented
Copies of the original QASP and revisions shall be provided to the Contractor and
Government officials responsible for surveillance activities. The Government can
change the method of surveillance at any time.
1.1 SURVEILLANCE APPROACH
The Performance Work Statement (PWS) sets forth “what” service is required, VA
standards for performing services and deliverables associated with that task. This
QASP will define the surveillance approach taken by VA-PCAC to monitor the
Contractor’s performance to ensure the requirements communicated in the PWS
are achieved.
1.2 SURVEILLANCE STRATEGY
The Contractor is responsible for the quality of all work performed. The Contractor
measures that quality through the Contractor’s own quality control (QC) program.
QC is work output, not workers, and therefore includes all work performed under
this agreement regardless of whether the work is performed by Contractor
employees or by Subcontractors. The Contractor’s QC Program (QCP) will set
forth the procedures for self-inspecting the working relationship between the
contractor and client; professionalism and integrity with which the contractor
conducted business; responsiveness to the client’s needs and expectations, ability
to successfully manage and perform project, level of communication, overall
quality control and was the delivery of the project in accordance with the PWS
requirements.
The Government representative(s) will monitor performance by the Contractor to
determine how the Contractor is performing against requirements outlined in the PWS.
The Contractor will be responsible for making required changes in processes and
practices to ensure performance is managed effectively. The Contractor will be
monitored and assessed throughout the period of performance of the contract/order as
to either meeting or not meeting the PWS requirements. When a Contractor
performance issue occurs, the COR will notify the Contracting Officer (CO). The
COR/CO will engage the Contractor PM to resolve the discrepancy. At the completion
of the contract, the Contracting Officer’s Representative (COR) will perform a quality
assessment survey. The quality assessment survey located in enclosure 1, at the end
of this document, will be utilized to record the contractor’s performance.
1.2.1 PERFORMANCE FEEDBACK:
Quality assessment surveys will be reviewed by the CO and COR. The CO and COR
will notify the Contractor of the results no later than 30 working days after quality
assessment survey is reviewed and agreed upon by both the CO and COR.
2. GOVERNMENT ROLES AND RESPONSIBILITIES
The following personnel shall oversee and coordinate surveillance activities.
a. Contracting Officer (CO) - The CO shall ensure performance of all necessary actions
for effective contracting, ensure compliance with the agree terms, and shall safeguard
the interests of the United States in the contractual relationship. The CO shall also
assure that the Contractor receives impartial, fair, and equitable treatment under this
contract/order. The CO is ultimately responsible for the final determination of the
adequacy of the Contractor’s performance.
Assigned CO: Steven Grzybowski
Organization: Department of Veterans Affairs, Veterans, Program Contracting Activity
Central (PCAC).
b. Contracting Officer’s Representative (COR) - The COR is responsible for technical
administration of the contract/order and shall assure proper Government surveillance of
the Contractor’s performance. The COR shall keep a quality assurance file. This file
shall contain all quality assessment reports completed. The COR is not empowered to
make any contractual commitments or to authorize any contractual changes on the
Government’s behalf.
Assigned COR: Michele Jewell
c. Other Key Government Personnel: Steve Mock, Contract Specialist
3. CONTRACTOR REPRESENTATIVES
a. Program Manager: To be completed at contract/order award.
b. Other Contractor Personnel: To be completed at contract/order award.
4. PERFORMANCE STANDARDS
Performance Standards define required performance for specific requirements such
communication, quality control etc. See enclosure 1 for areas that will be
measured. The Government performs surveillance to determine if the Contractor
exceeds, meets or does not meet these standards.
The Government will utilize a quality assessment survey, provided in enclosure 1to
compare Contractor performance to the Acceptable Levels of Performance (ALPs).
5. METHODS OF QA SURVEILLANCE
Various methods exist to monitor performance. The COR shall use any or several of
the surveillance methods listed below in the administration of this QASP.
1. 100% INSPECTION. (Evaluates all outcomes.)
a. During the performance period, the COR shall review all of the
Contractor’s performance/generated documentation and document your
results accordingly. This assessment shall be placed in the COR’s QA file.
2. 100% INSPECTION (of a Specific type of Deliverable) in a Specific Area
a. During the performance period, the COR shall review the Contractor’s
performance/generated documentation and document your results
accordingly. This assessment shall be placed in the COR’s QA file.
3. Random Sample
a. During the performance period, the COR shall review a random sampling
of the Contractor’s performance/generated documentation and document
your results accordingly. This assessment shall be placed in the COR’s
QA file.
4. Validated Customer Complaint or Validated Below Average Acceptable Level of
Performance (ALP) in a Specific Area
a. During the performance period, the COR shall review the Contractor’s
performance/generated documentation corresponding to a validated
customer complaint or validated inability to perform in accordance with the
ALP in a specific area and document your results accordingly. This
assessment shall be placed in the COR’s QA file.
5. On-Site Surveillance
a. During the performance period, the COR shall review and document
findings from an on-site surveillance and document your results
accordingly. This assessment shall be placed in the COR’s QA file.
6. ACCEPTABLE LEVELS OF PERFORMANCE (ALP)
Metrics and methods are designed to determine if performance exceeds, meets, or
does not meet a given standard and ALP.
The ALPs are included in the Quality Assessment Report Worksheet.
8. DOCUMENTING PERFORMANCE
a. ACCEPTABLE PERFORMANCE
The Government shall document acceptable performance accordingly. Any report may
become a part of the supporting documentation for any contractual action.
b. UNACCEPTABLE PERFORMANCE
When unacceptable performance occurs, the COR shall inform the CO. This will always
be in writing although when circumstances necessitate immediate verbal
communication, that communication will be followed in writing. The COR shall
document the discussion and place it in the COR file.
When the CO determines formal written communication is required, the COR shall
prepare a Contract Discrepancy Report (CDR), and present it to the Contractor's
program manager.
The Contractor shall acknowledge receipt of the CDR in writing to the CO. The CDR
will state how long after receipt the Contractor has to take corrective action. The CDR
will also specify if the Contractor is required to prepare a corrective action plan to
document how the Contractor shall correct the unacceptable performance and avoid a
recurrence. The CO shall review the Contractor's corrective action plan to determine
acceptability.
Any CDRs may become a part of the supporting documentation for any contractual
action deemed necessary by the CO.
9. FREQUENCY OF MEASUREMENT
a. Frequency of Measurement.
During contract/order performance, the COR will complete one quality assessment
survey for a period of performance less than 365 days. If the period of performance
extends beyond 365 days, it will be at the Contracting Officers discretion whether or not
he feels an additional quality assessment survey is required. The Contracting Officer
will periodically analyze whether the negotiated frequency of surveillance is appropriate
for the work being performed.
b. Frequency of Performance Assessment Meetings.
The COR shall meet with the Contractor after each quality assessment survey is
completed.
ENCLOSURE 1 QUALITY ASSESSMENT SURVEY WORKSHEET
Name and Address of Contractor being evaluated:
Contract Number/Delivery or Task Order Number, Title, & Location of project the Offeror performed:
Evaluator: (The following information will assist in the analysis of the data. Information will be kept confidential)
Name of Evaluator:
Address:
Phone Number:
Position held or function in relation to project:
Levels of Performance
Rating: Please evaluate the performance using only the following ratings without variation. DO NOT RATE ON A “+” OR “-“ SCALE. If
a “+” or “-“ is used, the rating without the "+" or "-" will be applied. In addition to the ratings, please provide a short narrative in the
appropriate block or in the remarks section of this form.
“O” Outstanding The Contractor’s performance met contractual requirements and exceeded many requirements to the
Government’s benefit. The contractual performance was accomplished with few minor problems for
which corrective actions taken by the offeror were highly effective.
“A” Above Average The Contractor’s performance met contractual requirements and exceeded some requirements to the
Government’s benefit. The contractual performance was accomplished with some minor problems for
which corrective actions taken by the offeror were effective.
“S” Satisfactory The Contractor’s performance met contractual requirements. The contractual performance contained
some minor problems for which corrective actions taken by the Contractor were satisfactory.
“M” Marginal Performance did not meet some contractual requirements. Performance indicated that there are some
potential risks associated with the quality products, timeliness of service, and contract performance.
“U” Unacceptable Performance did not meet contractual requirements. The contractual performance reflected a serious
problem for which the offeror has yet to identify corrective actions or the Contractor’s proposed actions
appear only marginally effective or were not fully implemented.
Performance Standards and Methods as specified in each task.
Surveillance Area Performance Standards Method of Assessing
Performance
Management of price and Timely delivery to the COR Review of Monthly Status
schedule within the contract/order Reports and Status Meetings
schedule 100% inspection
Status Meetings are scheduled
on time, with appropriate
Vendor staff attending and issues
addressed satisfactorily to VA
Technical quality of deliverables Deliverables are high quality, Review of Final deliverables and
address required performance Status Meetings 100% inspection
work statement areas and
contain three (3) or fewer
defects identified in the Final
deliverable submittal
Quality of Project Management Timely Responses to open Review of Final deliverables,
and Relationship Management acquisition issues 98% of the Status Reports and Status
time Meetings
Corrections and Re-submittal to Review and approval of Key
VA within five calendar days of Personnel changes
rejected deliverables
VA customer satisfaction
Low Turnover of Key Personnel
Contractor develops and
maintains a staffing plan that
adequately supports the
requirements of the task orders
98% of the time
Open communication between
VA and Vendor
Contractor provides a single
point of contact responsible for
task order performance. Ability
to meet the within scope
changing demands of the
program as it evolves
