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Data Access and Dissemination System (DADS) II Section J-3
ATTACHMENT J-3
QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)
1. PURPOSE AND SCOPE...................................................................................................... 2
2. DOCUMENT REFERENCES............................................................................................. 2
3. GOVERNMENT ROLES AND RESPONSIBILITIES .................................................... 2
4. METHODS OF SURVEILLANCE..................................................................................... 3
5. QUALITY ASSURANCE LOCATION.............................................................................. 4
6. REPORTING ........................................................................................................................ 5
7. NONCONFORMING PRODUCTS OR SERVICES ........................................................ 5
8. TRANSFER OF OWNERSHIP AND RISK OF LOSS .................................................... 6
9. PERFORMANCE MEASURES – CRITERIA FOR SUCCESS ..................................... 6
APPENDIX A – DRAFT SURVEILLANCE ACTIVITY CHECKLIST ................................ 7
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1. PURPOSE AND SCOPE
The Quality Assurance Surveillance Plan (QASP) is used in the administration of systematic
quality assurance methods on the DADS II performance based contract. The intent is to ensure
that the Contractor performs in accordance with acceptable quality levels, and the Government
receives the quality of services and products called for in the contract.
The QASP was developed to comply with the Federal Acquisition Regulation (FAR), Subpart
37.6 - Performance Based Contracting. Subpart 37.602-2 Quality Assurance, states agencies shall
develop quality assurance surveillance plans when acquiring services. The Government
surveillance focuses on the level of performance achieved by the Contractor, rather than the
methodology used by the Contractor in the performance of work.
The Contractor, and not the Government, is responsible for management and quality control
actions necessary to achieve quality in the delivery of products and services required in the
DADS II contract. The Offeror develops and submits a Quality Management Approach (see
Section C.5.12, Quality Management) that describes the Offeror’s quality system, including
quality assurance and quality control policies, processes, products, roles and responsibilities,
reviews, and reports. The Quality Management Approach shall integrate with the Offeror’s
system life cycle, be consistent with processes described in the QASP. The Contractor shall
submit a Quality Management Plan (QMP) (see Section C.5.12, Quality Management) for
Government approval in compliance with contract deliverables. Once accepted, the Contractor
then uses the QMP as a guide to implement the required management and quality control
procedures.
The QASP provides a description of the Government’s surveillance and oversight of the
Contractor’s quality control efforts. The QASP is not intended to duplicate the Contractor’s
QMP. The Government is providing the Contractor an information copy of the QASP as an
Attachment to the solicitation to support the Offeror’s efforts in developing a Quality
Management Approach that will interrelate with the Government’s QASP.
2. DOCUMENT REFERENCES
• Performance Work Statement (Section C)
• Award Fee Determination Plan (Section J-2)
• Contract Deliverables List (Section J-14)
• Performance Measures (Section J-4)
• Systems Requirements Document (Section J-1)
3. GOVERNMENT ROLES AND RESPONSIBILITIES
• Contracting Officer (CO) – A person duly appointed with the authority to enter into,
administer, or terminate contracts and make related determinations and findings on behalf
of the Government. The CO ensures performance of all necessary actions for effective
contracting, ensures compliance with the terms of the contract and safeguards the
interests of the United States in the contractual relationship. It is the CO that assures the
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Data Access and Dissemination System (DADS) II Section J-3
Contractor receives impartial, fair, and equitable treatment under the contract. The CO is
ultimately responsible for the final determination of the adequacy of the Contractor’s
performance.
• Program Manager (PM) – An individual responsible for the overall management of the
DADS II program. The PM is responsible for oversight of both Government and
Contractor performance. The PM has overall responsibility for the planning,
implementation, and documentation of the Government’s surveillance of Contractor
quality.
• Contracting Officer’s Technical Representative (COTR) – An individual designated
in writing by the Contracting Officer to act as an authorized representative to assist in
administering a contract. The source and authority for a COTR is the Contracting Officer.
COTR limitations are contained in the written letter of designation. The COTR is
responsible for technical administration of the project and assures proper Government
surveillance of the Contractor’s performance. The COTR is not empowered to make any
contractual commitments or to authorize any contractual changes on the Government’s
behalf. Any changes that may affect contract, price, terms, or conditions shall be referred
to the Contracting Officer for action. Any changes that may affect contract, price, terms,
or conditions shall be referred to the Contracting Officer for action.
• Award Fee Determination Board (AFDB) – The AFDB is a group chartered by the CO
to review the Contractor’s performance at the conclusion of each Award Fee Period and
recommend the percentage of the award fee pool that the Contractor will receive. The
AFDB and the AFDB Chairman are responsible for briefing the Contractor on Award Fee
related performance and oversee the Award Fee review and process. The AFDB is also
responsible for the review, update and approval of the AFDB Plan and evaluation
categories and the evaluation weights.
• Technical Monitors (TM) – Individuals responsible for the technical administration of
specific areas under the contract. Technical Monitors provide detailed technical
oversight of the Contractor’s performance and report findings to the AFDB in a timely,
complete and impartial fashion (see Section J-2, Award Fee Determination Plan). While
the Technical Monitors may serve as a direct conduit to provide Government guidance
and feedback to the Contractor on technical matters, the TMs are not empowered to make
any contractual commitments or to authorize any contractual changes on the
Government’s behalf.
4. METHODS OF SURVEILLANCE
The QASP describes the Government’s quality assurance surveillance of the products and
services required in the Performance Work Statement, including interim work products, contract
deliverables and Contractor quality control processes. The methods of surveillance may
include:
• Process Monitoring – This level of inspection involves oversight of the Contractor
processes. Process monitoring may include evaluation of the ability of Contractor
documented processes to ensure deliverables meet Government requirements, as well as
assessing whether the Contractor is following processes documented in the QMP.
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•
• Random Sampling – This level of inspection involves reviewing selected samples of
deliverables for a thorough examination. Sampling frequency may be increased or
decreased depending on the initial results.
• Comprehensive Inspections – This level of inspection involves a thorough examination
of the deliverable to ensure that it meets the quality requirements of the contract.
• Deliverable and Work Product Review and Evaluation – This level of inspection
ensures that all deliverables and work products performed under the DADS II contract
adhere to quality criteria of the DADS Program. Deliverables and work products may be
reviewed and evaluated forth following:
a. Content Criteria
i. Is the deliverable clearly written or presented?
ii. Is the deliverable at the appropriate and agreed upon level of detail?
iii. Is the deliverable written or presented for the appropriate audience?
iv. Does the deliverable meet the criteria and expectations of the requirement?
v. Has the requirements traceability matrix/tool been updated to indicate
where this document satisfies or traces to the requirements?
b. Administrative Criteria
i. Was it delivered on time? If not, did the Program Manager grant a waiver
for the late delivery prior to the deliverable submission?
ii. Was the required number of copies delivered?
iii. Was the deliverable submitted in the agreed upon format, media and
version?
iv. Does the deliverable clearly identify the associated contract requirement?
v. Were there performance metrics collected for this deliverable review? If
so, do the metrics indicate any negative trends or concerns? Are there
reasonable explanations for the trends or problems?
• Customer Feedback – Customer feedback may be obtained either from the results of
formal customer satisfaction surveys or from informal customer feedback. Customer
feedback includes both internal Census Bureau staff that the DADS Program supports
and the general public.
• Third Party Audits or Assessments – This level of inspection allows for an outside
auditor that is independent of the Government and the Contractor to assess compliance
with an industry standard. All documentation supplied to, and produced by, the third
party shall be made available to the Government by the Contractor.
5. QUALITY ASSURANCE LOCATION
The U.S. Census Bureau will conduct Quality Assurance (QA) activity at the U. S. Census
Bureau, Suitland Federal Center in Suitland, Maryland and/or any location where activities
supporting the DADS II contract are conducted. Census Bureau staff will interface with the
Contractor to facilitate the DADS process and help to ensure the delivery of quality products.
The U.S. Census Bureau also will conduct quality assurance surveillance of the products and
services required in the Performance Work Statement, including interim work products, contract
deliverables and Contractor quality control processes.
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Quality assurance on subcontracted products and services may be performed at the discretion of
the Government. This activity does not relieve the Contractor of any responsibilities under the
contract. The Government may perform quality assurance at the subcontract level when it is
determined to be in the Government’s interest. The Government envisions this activity as
exceptional activity that:
• Will not affect the contractual relationship between the prime Contractor and the
Government
• Will not affect the contractual relationship between the prime Contractor and the
subcontractor(s)
• Will not establish a contractual relationship between the Government and the
subcontractor(s)
• Will not constitute a waiver of the Government’s right to approve or disapprove the
products or services.
6. REPORTING
The Government will document inspection. The Draft Surveillance Activity Checklist (see
Appendix A) is an example of how the Government may document results. This checklist may be
generated and submitted by any Government employee that carries out QA assessment activities.
The COTR will determine the content of the checklist. Appendix A is an example of a checklist
the DADS Program may use.
7. NONCONFORMING PRODUCTS OR SERVICES
• Disapproval
The COTR will return disapprovals to the Contractor for rework. The weekly Program
Management Meeting is the forum for tracking and discussing rework of these deliverables.
Notices of disapproval must include the reasons for disapproval and be furnished promptly
to the Contractor. Promptness (normally within 20 calendar days of delivery) in giving this
notice is essential in order to maintain the delivery schedule. The notice must be in writing
(email is considered in writing). The Program Manager, and the COTR will assess rework
activity to determine if excessive rework is occurring and report excessive rework to the CO.
• Approval with deviations
In those instances where deviation from the above policy is found to be in the Government’s
interest, such products or services may be approved only as follows. The CO ordinarily must
give the Contractor an opportunity to correct or replace nonconforming products or services.
The CO or the COTR ordinarily must disapprove products or services when the
nonconformance is critical or major or the products or services are otherwise incomplete.
However, there may be circumstances (e.g., reasons of economy or urgency) when the CO
determines approval of products or services is in the best interest of the Government. The
CO must make this determination based upon advice of the technical staff that the item is
suitable for its intended purpose and upon information regarding the nature and extent of the
nonconformance or otherwise incomplete products or services. The COTR must furnish this
data to the CO in writing, except that in urgent cases it may be furnished orally and later
confirmed in writing. Only the CO may make the determination to approve the product or
service that deviates from the above policy statement.
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Data Access and Dissemination System (DADS) II Section J-3
• Approval of Conforming Products or Services
Approval constitutes acknowledgment that the products or services conform to applicable
contract quality and technical requirements. Products or services shall ordinarily not be
approved before completion of DADS II contract quality assurance actions. Approval of
products or services is the responsibility of the CO and is herein delegated to the COTR.
Approval shall ordinarily be evidenced by execution of an approval certificate on an
inspection report form or by letter from the COTR. The DADS staff conducts the final QA
evaluation of deliverables, but the Contracting Officer, through the COTR has the
responsibility for notifying the Contractor of the approval of the deliverables.
8. TRANSFER OF OWNERSHIP AND RISK OF LOSS
Ownership of products shall pass to the Government upon formal approval, regardless of when or
where the Government takes physical possession. Unless the contract specifically provides
otherwise, risk of loss of or damage to products shall remain with the Contractor until delivered
and approved by the Government. Nonconforming products remain with the Contractor until
approval or cure. The Contractor shall not be liable for loss of or damage to products caused by
the negligence of officers, agents, or employees of the Government acting within the scope of
their employment.
9. PERFORMANCE MEASURES – CRITERIA FOR SUCCESS
The Government will not develop the detailed performance measures until after contract award.
Types of questions that the surveillance process may answer include:
• Does the Contractor follow the methodologies established in all of the plans and
specification documents developed for the DADS Program?
• Do deliverables meet the requirements specified in the DADS II contract, and the criteria
set in the Contractor’s detailed technical solution?
• Does the Contractor identify problems and/or deficiencies, self-correct them, and update
the DADS Program in a timely manner?
• Is the Contractor meeting cost and schedule baselines ?
Has the Contractor met its staffing schedule, and is staffing sufficient for the work?
• Does the Contractor’s technical implementation meet all security requirements stated in
the Performance Work Statement?
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APPENDIX A – DRAFT SURVEILLANCE ACTIVITY CHECKLIST
DRAFT DADS SURVEILLANCE ACTIVITY CHECKLIST
Required Performance Method of Date Compliance
Deliverable Standard Measurement Accomplished
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