L--Total Networks

Statement of Work 1) Title of Project: Cooperative Studies Program electronic Data Capture (eDC)System Technical Manuals 2) Scope of Work: The contractor shall provide all resources necessary to accomplish the deliverables described in this statement of work (SOW), except as may otherwise be specified. This SOW solicits a contractor to develop manuals for a custom built electronic data capture system used for collection and management of research data. The system uses existing Microsoft SharePoint Technology as a platform integrated with Microsoft InfoPath Form Services and SQL Server 2005. The manual must be developed for three audiences: the data entry end user (User Manual) , the data manager (Functional Design Manual), and technical staff (Technical Manual). 3) Background: The Cooperative Studies Program (CSP) eDC system was built internally using existing Microsoft technologies – SharePoint MOSS 2007, InfoPath 2007 Form Services, SQL Server 2005. Custom code was written with C# language to incorporate added features and functionality not available out of the box. Proper documentation on how to use the system at various levels of study deployment are needed to allow users of the system to properly design, deploy, and manage a study using the tool. Much of the information is available in various formats and various locations but is not properly organized or described in a way that is understandable by the end user. A common, standardized, easily searchable and navigable document is necessary. 4) Performance Period: The performance period is 26 weeks from contract award. Work at the government site shall not take place on Federal holidays or weekends unless directed by the Contracting Officer (CO). 5) Type of Contract: Labor Hour 40 per week A. CONTRACT AWARD MEETING The contractor shall not commence performance on the tasks in the SOW until the COTR has conducted a kick off meeting or has advised the contractor that a kick off meeting is waived. B. GENERAL REQUIREMENTS 1) For every task, the contractor shall identify in writing all necessary subtasks (if any), associated costs by task, together with associated submilestone dates. The contractor’s subtask structure shall be reflected in the technical proposal and detailed Project Management Plan (PMP). 2) All written deliverables will be phrased in layperson language. Statistical and other technical terminology will not be used without providing a glossary of terms. 3) Where a written milestone is required in draft form, the VA will complete their review of the draft deliverable within 15 calendar days from date of receipt. The contractor shall have 15 calendar days to deliver the final deliverable from date of receipt of the government’s comments. 4) A thorough knowledge and significant experience in the field of Medical and Information Technology technical writing and documenting. C. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES 1) Task One: The contractor shall gather information from various sources including reviewing existing material and interviewing subject matter experts. The contractor shall provide a written summary of information gathered during this period and review this summary with the technical team and end users. a. Deliverable for Milestone Task One: A written summary of information gathered during the research period. 2) Task Two: The contractor shall gather information about the audiences to learn their needs and technical level. The contractor shall provide a written summary of information gathered during this period and review this summary with the organization’s leadership. a. Deliverable for Milestone Task Two: A written summary of information gathered during this period. 3) Task Three: The contractor shall provide expertise and deliver materials in a format that is easily accessible, searchable and manageable by the users. The material should be created in an electronic medium that is stored centrally yet accessible to various centers across the country. The materials shall be developed in a medium that can be maintained and revised by personnel within the organization. The contractor shall present various media options to organization leadership and the technical team and provide expertise on these options so the appropriate solution can be selected. a. Deliverable for Milestone Task Three: A single medium solution for storage, access and maintenance of the manuals. 4) Task Four: The contractor shall write clear, concise material for the CSP eDC System tailored to three audiences. The developed materials will convey technical information in a concise and effective manner that is understandable to the audiences. The materials will be reviewed by the technical team and organization leadership. a. Deliverable for Milestone Task Four: A complete technical manual, user manual and functional design (business requirements) manual tailored to each audience. D. SCHEDULE FOR DELIVERABLES This project is expected to take 26 weeks time to final completion of task four. Specific dates due for deliverables will not be determined in advance to allow for adjustment as the project progresses. However since this is a firm fixed price contract any additional time necessary to complete all deliverables beyond 26 weeks will be at no further expense to the Government. If for any reason the scheduled time for a deliverable cannot be met, the contractor is required to explain why in writing to the Contracting Officer Technical Representative (COTR), including a firm commitment of when the work shall be completed. This notice to the COTR shall cite the reasons for the delay, and the impact on the overall project. The Contracting Officers Technical Representative (COTR) will then review the facts and issue a response in accordance with applicable regulations. E. CHANGES TO STATEMENT OF WORK Any changes to the SOW shall be authorized and approved only through written correspondence from the Contracting Officer. A copy of the change will be kept in a project folder along with all other products of the project. Costs incurred to the contract or through the actions of parties other than the CO shall be borne by the contractor. F. REPORTING REQUIREMENTS The contractor shall provide the COTR with monthly written progress reports. These are due to the COTR by the second workday following the end of each calendar month throughout the projects’ duration.. The progress report will cover all work completed during the preceding month and will present the work to be accomplished during the subsequent month. This report will also identify any problems that arose and a statement explaining how the problem was resolved. This report will also identify any problems that have arisen but have not been completely resolved with an explanation. Monthly invoices will be submitted to the COTR for approval prior to sending to Austin TX for payment G. TRAVEL The consultant must provide at least 50% of their work hours on-site at the VA Boston Healthcare System. This is to assure that there is 100% knowledge transfer to VA staff in real-time s development is proceeding. Travel is not reimbursed. H. GOVERNMENT RESPONSIBILITIES The VA Boston Healthcare System will provide all hardware, network connections and space. J SECURITY AND TRAINING All contractor employees and subcontractors under this contract or order may be required to complete the VA's on-line Security Awareness Training Course and the Privacy Awareness Training Course. Contractors must provide certifications of completion to the COTR prior to beginning work. This requirement is in addition to any other training and/or security requirement that may be required of the contractor and subcontractor(s). K. CONTRACTOR EXPERIENCE REQUIREMENTS – KEY PERSONNEL These skilled experienced professional and/or technical personnel are essential for successful contractor accomplishment of the work to be performed under this contract and subsequent task orders. These are defined as key personnel and are those persons whose resumes shall be submitted. The contractor agrees that the key personnel shall not be removed, diverted, or replaced from work without approval of the CO and COTR. B.2 PRICE/COST SCHEDULE ITEM DESCRIPTION OF QTY UNIT UNIT AMOUNT NO. SUPPLIES/SVCS PRICE 1 26.00 WK $2,161.60 $56,201.60 TECHNICAL WRITER: TO DEVELOP "COOPERATIVE STUDIES PROGRAM ELECTRONIC DATA CAPTURE SYSTEM TECHNICAL MANUAL". THE CONTRACTOR SHALL PROVIDE ALL RESOURCES NECESSARY TO ACCOMPLISH THE DELIVERABLES DESCRIBED IN THE STATEMENT OF WORK (SOW), EXCEPT AS MAY OTHERWISE BE SPECIFIED. THE CONTRACTOR SHALL DEVELOP A PRODUCT MANUAL FOR A CUSTOM BUILT ELECTRONIC DATA CAPTURE SYSTEM USED FOR COLLECTION AND MANAGEMENT OF RESEARCH DATA. THE SYSTEM USES EXISTING MICROSOFT SHAREPOINT TECHNOLOGY AS A PLATFO RM INTEGRATED WITH MICROSOFT INFOPATH FORM SERVICES AND SQL SERVER 2005. THE MANUAL MUST BE DEVELOPED FOR THREE AUDIENCES: THE DATA ENTRY END USER, THE DATA MANAGER AND TECHNICAL STAFF. THE PRICE PER HOUR IS $54.04 (40 HR WEEK). ____________________ GRAND TOTAL --- $56,201.60. ==================== B.3 DELIVERY SCHEDULE ITEM NUMBER QUANTITY DATE OF DELIVERY 1 26.00 SHIP TO : S.MULLEN 13C-31 JP SECTION C - CONTRACT CLAUSES C.1 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999) The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 10 days of contract expiration.. (End of Clause) C.2 52.227-14 RIGHTS IN DATA--GENERAL (DEC 2007) (a) Definitions. As used in this clause-- "Computer database" or "database" means a collection of recorded information in a form capable of, and for the purpose of, being stored in, processed, and operated on by a computer. The term does not include computer software. "Computer software"-- (1) Means (i) Computer programs that comprise a series of instructions, rules, routines, or statements, regardless of the media in which recorded, that allow or cause a computer to perform a specific operation or series of operations; and (ii) Recorded information comprising source code listings, design details, algorithms, processes, flow charts, formulas, and related material that would enable the computer program to be produced, created, or compiled. (2) Does not include computer databases or computer software documentation. "Computer software documentation" means owner's manuals, user's manuals, installation instructions, operating instructions, and other similar items, regardless of storage medium, that explain the capabilities of the computer software or provide instructions for using the software. "Data" means recorded information, regardless of form or the media on which it may be recorded. The term includes technical data and computer software. The term does not include information incidental to contract administration, such as financial, administrative, cost or pricing, or management information. "Form, fit, and function data" means data relating to items, components, or processes that are sufficient to enable physical and functional interchangeability, and data identifying source, size, configuration, mating and attachment characteristics, functional characteristics, and performance requirements. For computer software it means data identifying source, functional characteristics, and performance requirements but specifically excludes the source code, algorithms, processes, formulas, and flow charts of the software. "Limited rights" means the rights of the Government in limited rights data as set forth in the Limited Rights Notice of paragraph (g)(3) if included in this clause. "Limited rights data" means data, other than computer software, that embody trade secrets or are commercial or financial and confidential or privileged, to the extent that such data pertain to items, components, or processes developed at private expense, including minor modifications. "Restricted computer software" means computer software developed at private expense and that is a trade secret, is commercial or financial and confidential or privileged, or is copyrighted computer software, including minor modifications of the computer software. "Restricted rights", as used in this clause, means the rights of the Government in restricted computer software, as set forth in a Restricted Rights Notice of paragraph (g) if included in this clause, or as otherwise may be provided in a collateral agreement incorporated in and made part of this contract, including minor modifications of such computer software. "Technical data", means recorded information (regardless of the form or method of the recording) of a scientific or technical nature (including computer databases and computer software documentation). This term does not include computer software or financial, administrative, cost or pricing, or management data or other information incidental to contract administration. The term includes recorded information of a scientific or technical nature that is included in computer databases (See 41 U.S.C. 403(8)). "Unlimited rights" means the rights of the Government to use, disclose, reproduce, prepare derivative works, distribute copies to the public, and perform publicly and display publicly, in any manner and for any purpose, and to have or permit others to do so. (b) Allocation of rights. (1) Except as provided in paragraph (c) of this clause, the Government shall have unlimited rights in-- (i) Data first produced in the performance of this contract; (ii) Form, fit, and function data delivered under this contract; (iii) Data delivered under this contract (except for restricted computer software) that constitute manuals or instructional and training material for installation, operation, or routine maintenance and repair of items, components, or processes delivered or furnished for use under this contract; and (iv) All other data delivered under this contract unless provided otherwise for limited rights data or restricted computer software in accordance with paragraph (g) of this clause. (2) The Contractor shall have the right to-- (i) Assert copyright in data first produced in the performance of this contract to the extent provided in paragraph (c)(1) of this clause; (ii) Use, release to others, reproduce, distribute, or publish any data first produced or specifically used by the Contractor in the performance of this contract, unless provided otherwise in paragraph (d) of this clause; (iii) Substantiate the use of, add, or correct limited rights, restricted rights, or copyright notices and to take other appropriate action, in accordance with paragraphs (e) and (f) of this clause; and (iv) Protect from unauthorized disclosure and use those data that are limited rights data or restricted computer software to the extent provided in paragraph (g) of this clause. (c) Copyright-- (1) Data first produced in the performance of this contract. (i) Unless provided otherwise in paragraph (d) of this clause, the Contractor may, without prior approval of the Contracting Officer, assert copyright in scientific and technical articles based on or containing data first produced in the performance of this contract and published in academic, technical or professional journals, symposia proceedings, or similar works. The prior, express written permission of the Contracting Officer is required to assert copyright in all other data first produced in the performance of this contract. (ii) When authorized to assert copyright to the data, the Contractor shall affix the applicable copyright notices of 17 U.S.C. 401 or 402, and an acknowledgment of Government sponsorship (including contract number). (iii) For data other than computer software, the Contractor grants to the Government, and others acting on its behalf, a paid- up, nonexclusive, irrevocable, worldwide license in such copyrighted data to reproduce, prepare derivative works, distribute copies to the public, and perform publicly and display publicly by or on behalf of the Government. For computer software, the Contractor grants to the Government, and others acting on its behalf, a paid- up, nonexclusive, irrevocable, worldwide license in such copyrighted computer software to reproduce, prepare derivative works, and perform publicly and display publicly (but not to distribute copies to the public) by or on behalf of the Government. (2) Data not first produced in the performance of this contract. The Contractor shall not, without the prior written permission of the Contracting Officer, incorporate in data delivered under this contract any data not first produced in the performance of this contract unless the Contractor-- (i) Identifies the data; and (ii) Grants to the Government, or acquires on its behalf, a license of the same scope as set forth in paragraph (c)(1) of this clause or, if such data are restricted computer software, the Government shall acquire a copyright license as set forth in paragraph (g)(4) of this clause (if included in this contract) or as otherwise provided in a collateral agreement incorporated in or made part of this contract. (3) Removal of copyright notices. The Government will not remove any authorized copyright notices placed on data pursuant to this paragraph (c), and will include such notices on all reproductions of the data. (d) Release, publication, and use of data. The Contractor shall have the right to use, release to others, reproduce, distribute, or publish any data first produced or specifically used by the Contractor in the performance of this contract, except-- (1) As prohibited by Federal law or regulation (e.g., export control or national security laws or regulations); (2) As expressly set forth in this contract; or (3) If the Contractor receives or is given access to data necessary for the performance of this contract that contain restrictive markings, the Contractor shall treat the data in accordance with such markings unless specifically authorized otherwise in writing by the Contracting Officer. (e) Unauthorized marking of data. (1) Notwithstanding any other provisions of this contract concerning inspection or acceptance, if any data delivered under this contract are marked with the notices specified in paragraph (g)(3) or (g) (4) if included in this clause, and use of the notices is not authorized by this clause, or if the data bears any other restrictive or limiting markings not authorized by this contract, the Contracting Officer may at any time either return the data to the Contractor, or cancel or ignore the markings. However, pursuant to 41 U.S.C. 253d, the following procedures shall apply prior to canceling or ignoring the markings. (i) The Contracting Officer will make written inquiry to the Contractor affording the Contractor 60 days from receipt of the inquiry to provide written justification to substantiate the propriety of the markings; (ii) If the Contractor fails to respond or fails to provide written justification to substantiate the propriety of the markings within the 60-day period (or a longer time approved in writing by the Contracting Officer for good cause shown), the Government shall have the right to cancel or ignore the markings at any time after said period and the data will no longer be made subject to any disclosure prohibitions. (iii) If the Contractor provides written justification to substantiate the propriety of the markings within the period set in paragraph (e)(1)(i) of this clause, the Contracting Officer will consider such written justification and determine whether or not the markings are to be cancelled or ignored. If the Contracting Officer determines that the markings are authorized, the Contractor will be so notified in writing. If the Contracting Officer determines, with concurrence of the head of the contracting activity, that the markings are not authorized, the Contracting Officer will furnish the Contractor a written determination, which determination will become the final agency decision regarding the appropriateness of the markings unless the Contractor files suit in a court of competent jurisdiction within 90 days of receipt of the Contracting Officer's decision. The Government will continue to abide by the markings under this paragraph (e)(1)(iii) until final resolution of the matter either by the Contracting Officer's determination becoming final (in which instance the Government will thereafter have the right to cancel or ignore the markings at any time and the data will no longer be made subject to any disclosure prohibitions), or by final disposition of the matter by court decision if suit is filed. (2) The time limits in the procedures set forth in paragraph (e)(1) of this clause may be modified in accordance with agency regulations implementing the Freedom of Information Act (5 U.S.C. 552) if necessary to respond to a request thereunder. (3) Except to the extent the Government's action occurs as the result of final disposition of the matter by a court of competent jurisdiction, the Contractor is not precluded by paragraph (e) of the clause from bringing a claim, in accordance with the Disputes clause of this contract, that may arise as the result of the Government removing or ignoring authorized markings on data delivered under this contract. (f) Omitted or incorrect markings. (1) Data delivered to the Government without any restrictive markings shall be deemed to have been furnished with unlimited rights. The Government is not liable for the disclosure, use, or reproduction of such data. (2) If the unmarked data has not been disclosed without restriction outside the Government, the Contractor may request, within 6 months (or a longer time approved by the Contracting Officer in writing for good cause shown) after delivery of the data, permission to have authorized notices placed on the data at the Contractor's expense. The Contracting Officer may agree to do so if the Contractor-- (i) Identifies the data to which the omitted notice is to be applied; (ii) Demonstrates that the omission of the notice was inadvertent; (iii) Establishes that the proposed notice is authorized; and (iv) Acknowledges that the Government has no liability for the disclosure, use, or reproduction of any data made prior to the addition of the notice or resulting from the omission of the notice. (3) If data has been marked with an incorrect notice, the Contracting Officer may-- (i) Permit correction of the notice at the Contractor's expense if the Contractor identifies the data and demonstrates that the correct notice is authorized; or (ii) Correct any incorrect notices. (g) Protection of limited rights data and restricted computer software. (1) The Contractor may withhold from delivery qualifying limited rights data or restricted computer software that are not data identified in paragraphs (b)(1)(i), (ii), and (iii) of this clause. As a condition to this withholding, the Contractor shall-- (i) Identify the data being withheld; and (ii) Furnish form, fit, and function data instead. (2) Limited rights data that are formatted as a computer database for delivery to the Government shall be treated as limited rights data and not restricted computer software. (3) [Reserved] (h) Subcontracting. The Contractor shall obtain from its subcontractors all data and rights therein necessary to fulfill the Contractor's obligations to the Government under this contract. If a subcontractor refuses to accept terms affording the Government those rights, the Contractor shall promptly notify the Contracting Officer of the refusal and shall not proceed with the subcontract award without authorization in writing from the Contracting Officer. (i) Relationship to patents or other rights. Nothing contained in this clause shall imply a license to the Government under any patent or be construed as affecting the scope of any license or other right otherwise granted to the Government. (End of Clause) C.3 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998) This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es): http://www.acquisition.gov/far/index.html http://www.va.gov/oamm/oa/ars/policyreg/vaar/index.cfm 52.204-7 Central Contractor Registration APR 2008 52.212-4 Contract terms and Conditions MAR 2009 Commercial Items 852.215-70 Service Disabled Veteran Owned and DEC 2009 Veteran Service Owned Business Evaluation Factors 852.215-71 Evaluation Factor Commitments DEC 2009 (End of Clause) C.4 VAAR 852.203-70 COMMERCIAL ADVERTISING (JAN 2008) The bidder or offeror agrees that if a contract is awarded to him/her, as a result of this solicitation, he/she will not advertise the award of the contract in his/her commercial advertising in such a manner as to state or imply that the Department of Veterans Affairs endorses a product, project or commercial line of endeavor. (End of Clause) C.5 VAAR 852.237-70 CONTRACTOR RESPONSIBILITIES (APR 1984) The contractor shall obtain all necessary licenses and/or permits required to perform this work. He/she shall take all reasonable precautions necessary to protect persons and property from injury or damage during the performance of this contract. He/ she shall be responsible for any injury to himself/herself, his/her employees, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by his/her employees fault or negligence, and shall maintain personal liability and property damage insurance having coverage for a limit as required by the laws of the State of Massachusetts. Further, it is agreed that any negligence of the Government, its officers, agents, servants and employees, shall not be the responsibility of the contractor hereunder with the regard to any claims, loss, damage, injury, and liability resulting there from. (End of Clause) C.6 VAAR 852.273-76 ELECTRONIC INVOICE SUBMISSION (Interim - October 2008) (a) To improve the timeliness of payments and lower overall administrative costs, VA strongly encourages contractors to submit invoices using its electronic invoicing system. At present, electronic submission is voluntary and any nominal registration fees will be the responsibility of the contractor. VA intends to mandate electronic invoice submission, subject to completion of the federal rulemaking process. At present, VA is using a 3rd party agent to contact contractors regarding this service. During the voluntary period, contractors interested in registering for the electronic system should contact the VA's Financial Services Center at http://www.fsc.va.gov/einvoice.asp. SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS CONTRACTOR PERSONNEL SECURITY REQUIREMENTS VENDOR SUPPLIED PERSONNEL INFORMATION Please submit the following information for each candidate submitted as well as a person to contact from your company and the phone number and billing address. THIS INFORMATION IS DUE UPON SUBMISSION OF YOUR QUOTE FOR EACH CANDIDATE SUBMITTED. Contracting Specialist: Robert O’Leary Telephone: 774-826-3003 Station: 523 Risk Level: LOW Vendor Name: Total Networks Vendor POC (Name, Telephone #, E-mail): 301-449-5595 Vendor Address: 7111 Allentown Rd. Ft. Washington MD. 20744 *STATE CANDIDATE(S) FULL NAME, INCLUDING THE FULL MIDDLE NAME, NOT AN INITIAL. IF THERE IS NO MIDDLE NAME, STATE “NMN.� STATEMENT OF COMMITMENT AND UNDERSTANDING FOR VA CONTRACTOR EMPLOYEES WHO POSSESS OR HANDLE VA SENSITIVE INFORMATION OR PERSONAL DATA As a contractor employee of the Department of Veterans Affairs (VA), I am committed to safeguarding the personal information that veterans and their families have entrusted to the Department. I am also committed to safeguarding the personal information which VA employees and applicants have provided. To ensure that I understand my obligations and responsibilities in handling the personal information of veterans and their families, I have completed both the annual General Privacy Awareness Training (or VHA Privacy Training, as applicable) and the annual VA Information Security Training. I know that I should contact the Contracting Officer whom will then get in touch with the Information Security Officer or Regional or General Counsel, when I am unsure whether or how I may gather or create, maintain, use, disclose or dispose of information about veterans and their families, and VA employees and applicants. I further understand that if I fail to comply with applicable confidentiality statutes and regulations, I may be subject to civil and criminal penalties, including fines and imprisonment. I also recognize that VA may impose sanctions, up to and including termination of contract for violation of applicable confidentiality and security statutes, regulations and policies. I certify that I have completed the training outlined above and am committed to safeguarding personal information about veterans and their families, and VA employees and applicants. _____________________________ ___________________________ [Print or type name] Signature ______________________________ ___________________________ Position Title Date PRIVACY POLICY TRAINING All contractor and subcontractor employees performing work under this contract and having access to patient records and other privacy act information are required to complete the VHA’s mandatory “VHA Privacy Policy� training course. The course is available on-line at the Veteran’s Health Administration’s (VHA) Employee Education System (EES) website: https://www.ees-learning.net/librix/. The basic course is designed to be finished in 50-60 minutes. If you choose to read information behind the MORE buttons, self-test questions, and scenarios, it may take you about 30 more minutes to finish. When the course is successfully completed, a training certificate will be issued on-line. Submittal: Training completion certificates or proof of training for contractor furnished training for all applicable contractor and subcontractor employees shall be forwarded as one submittal package to the Contracting Officer within ten (10) calendar days of Contract or Purchase Order award. INFORMATION SECURITY TRAINING All contractor and subcontractor employees performing work under this contract and having access to VA computer systems are required to complete the VA’s mandatory “VA Information Security Awareness� training course. The course is available on-line at the Veteran’s Health Administration’s (VHA) Employee Education System (EES) website: https://www.ees-learning.net/librix/. The course is designed to take approximately 1 hour. When the course is successfully completed, a training certificate will be issued on-line. Submittal: Training completion certificates for all applicable contractor and subcontractor employees shall be forwarded as one submittal package to the Contracting Officer within ten (10) calendar days of Contract or Purchase Order award. QUALITY ASSURANCE SURVEILLANCE PLAN For: Technical Writing Contract Number: Contract Description: Technical writing to develop a product manual for custom built electronic data capture system. Contractor’s name: (hereafter referred to as the contractor). 1. PURPOSE This Quality Assurance Surveillance Plan (QASP) provides a systematic method to evaluate performance for the stated contract. This QASP explains the following: • What will be monitored. • How monitoring will take place. • Who will conduct the monitoring. • How monitoring efforts and results will be documented. This QASP does not detail how the contractor accomplishes the work. Rather, the QASP is created with the premise that the contractor is responsible for management and quality control actions to meet the terms of the contract. It is the Government’s responsibility to be objective, fair, and consistent in evaluating performance. This QASP is a “living document� and the Government may review and revise it on a regular basis. However, the Government shall coordinate changes with the contractor. Copies of the original QASP and revisions shall be provided to the contractor and Government officials implementing surveillance activities. 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 contract 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. The CO is ultimately responsible for the final determination of the adequacy of the contractor’s performance. Assigned CO: Organization or Agency: Department of Veterans Affairs, VISN 1 Consolidated Contracting b. Contracting Officer’s Technical Representative (COTR) - The COTR is responsible for technical administration of the contract and shall assure proper Government surveillance of the contractor’s performance. The COTR shall keep a quality assurance file. The COTR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf. Assigned COTR: c. Other Key Government Personnel – N/A 3. CONTRACTOR REPRESENTATIVES The following employee(s) of the contractor shall serve as the contractor’s program manager for this contract. a. Program Manager - 4. PERFORMANCE STANDARDS Performance standards define desired services. The Government performs surveillance to determine if the contractor exceeds, meets or does not meet these standards. The Performance Requirements Summary Matrix, paragraph as provided below includes performance standards. The Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL). Provide written summary of information gathered during the research period Deliverable item Industry standard 95% Direct Observation N/A Provide written summary of information gathered from the end users of the system. Deliverable Item Industry standard 95% Periodic inspection and random sampling N/A Provide a single medium solutions for storage, access and maintenance of materials Deliverable Item Industry standard 95% Periodic Sampling N/A Provide a complete technical and user manual, and functional design manual tailored to each user of the system Deliverable Item Industry standard 95% Direct Observation N/A 5. INCENTIVES N/A 6. METHODS OF QA SURVEILLANCE Various methods exist to monitor performance. The COTR shall use the surveillance methods listed below in the administration of this QASP. a. DIRECT OBSERVATION. (Can be performed periodically or through 100% surveillance.) b. PERIODIC INSPECTION. (Evaluates outcomes on a periodic basis. Inspections may be scheduled [Daily, Weekly, Monthly, Quarterly, or annually] or unscheduled, as required.) c. PERIODIC SAMPLING. (Variation of random sampling. However, sample is only taken when a problem/deficiency is suspected. Sample results are applicable only for the specific work inspected. Since sample is not entirely random, it cannot be applied to total activity performance.) d. RANDOM SAMPLING. (Designed to evaluate performance by randomly selecting and inspecting a sample of cases. 7. RATINGS Metrics and methods are designed to determine if performance exceeds, meets, or does not meet a given standard and acceptable quality level. A rating scale shall be used to determine a positive, neutral, or negative outcome. The following ratings shall be used: Rating Description Green Yes. Performance and technical specifications are being met at an Acceptable Quality Level (AQL). Yellow Yes. Performance and technical specifications are currently being met at the minimum AQL, but the following service/deliverable needs contractor attention: (The Customer must identify what component of the deliverable and/or service requires attention.) Red No. Performance and technical specifications are not being met at AQL and the following service/deliverable needs immediate contractor resolution: (The Customer must identify what component of the deliverable and/or service that is below the minimum AQL.) See Quality Assurance Worksheet on page__23________. 8. DOCUMENTING PERFORMANCE The COTR shall maintain the Quality Assurance Worksheets in contract file and submit at end of the contract period to the Contracting Officer. These worksheets shall be submitted no later than 30 days after contract expiration. 9. FREQUENCY OF MEASUREMENT The COTR shall assess contract performance on a monthly basis using the Quality Assurance Worksheet. _____________________________ Signature – Contractor Program Manager _____________________________ Signature – Contracting Officer’s Technical Representative Performance Rating Attachment 1 Deliverable/Service  Quality Rating Causative Factors Effect on Mission Action Required/Date Written summary of information gathered during the research period. Green Comments Unnecessary for “Green� QA Rating. Yellow Red Written summary of information gathered from the end users of the system. Green Comments Unnecessary for “Green� QA Rating. Yellow Red A single medium solution for storage, access and maintenance of materials Green Comments Unnecessary for “Green� QA Rating. Yellow Red A complete technical and user manual, and functional design manual tailored to each user of the system Green Comments Unnecessary for “Green� QA Rating. Yellow Red Note: Attach Time Card Period of Performance: From _______________to____________ Number of Hours Actually Worked: ______ (Include only actual hours worked. Do not include non worked holidays, leave, etc. these are included in the rate the Government pays and are not paid as hours worked.) Overtime_____ (if applicable to the TO): ________ Reimbursable Expenses (include receipts): _________. Approved by: Date: ___________________ (Task Order Point of Contact)