03. QASP_and_AreaPictures.pdf

Quality Assurance Surveillance Plan (QASP)

Landscaping of USDA ARS Salinas CA. location

Contract Number:

Contract Description:

Contractor’s Name:

(hereafter referred to as the contractor).

1. Vision:

To have a vibrant, sustainable, and functional outdoor space that presents a well-kept and visually pleasing aesthetics to our employees and community.

2. Mission:

To provide exceptional service to the USDA ARS Salinas CA. location through performing professional landscaping services and great communication.

3. Purpose:

This Quality Assurance Surveillance Plan is a government-developed document used to determine if the contractor’s performance meets the performance standards contained in the contract. The QASP establishes procedures on how this assessment/inspection process will be conducted. It provides the detailed process for a continuous oversight process:

• What will be monitored

• How monitoring will take place

• Who will conduct the monitoring

• How monitoring efforts and results will be documented

The contractor is responsible for implementing and delivering performance that meets contract standards using its Quality Control Plan. The QASP provides the structure for the government’s surveillance of the contractor’s performance and their Quality Assurance/Quality Control (QA/QC) actions to assure they meet contract standards. It is the government’s responsibility to be objective, fair and consistent in evaluating contractor performance.

The QASP is not part of the contract, nor is it intended to duplicate the contractor’s quality control plan. This QASP is a living document. Flexibility in the QASP is required to allow for an increase or decrease in the level of surveillance necessary based on contractor performance.

The government may provide a copy of the QASP to the contractor to facilitate open communication. In addition, the QASP should recognize that unforeseen or uncontrollable circumstances might occur that are outside the control of the contractor. Bottom line, the QASP should ensure early identification and resolution of performance issues to minimize impact on mission performance.

4. Authority

Authority for issuance of this QASP is provided under Part 46 of the Federal Acquisition Regulation, Inspection of Services clauses, which provides for inspection, acceptance and documentation of the service called for in the contract or order. This acceptance is to be executed by the contracting officer or a duly authorized representative.

5. Roles and Responsibilities

The following personnel shall oversee and coordinate surveillance activities.

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 ensure that the contractor receives impartial, fair, and equitable treatment under this contract. Determine the final assessment of the contractor’s performance.

Assigned CO:

Organization or Agency:

Telephone:

Email:

Contracting Officer’s Representative (COR) The COR is responsible for providing continuous technical oversight of the contractor’s performance. The COR uses the QASP to conduct the oversight/surveillance process. The COR shall keep a Quality Assurance file that accurately documents the contractor’s actual performance. The purpose is to ensure that the contractor meets the performance standards contained in the contract. The COR is responsible for reporting early identification of performance problems to the CO. The COR is required to provide an annual performance assessment to the CO which will be used in documenting past performance. The QASP is the primary tool for surveillance of the contractor’s quality program and help the COR to document contractor performance. The COR is not empowered to make any contractual commitments or to authorize any contractual change on the Government’s behalf.

Assigned COR:

Organization or Agency:

Telephone:

Email:

6. Performance Requirements and Method of Surveillance

6.1. Contract Surveillance

The goal of the QASP is to ensure that contractor performance is effectively monitored and documented. The COR’s contribution is their professional, non-adversarial relationships with the CO, PM and the contractor, which enables positive, open and timely communications. The foundation of this relationship is built upon objective, fair, and consistent COR evaluations of contractor performance against contract requirements. The COR uses the methods contained in this QASP to ensure the contractor is in compliance with contract requirements.

The COR function is responsible for a wide range of surveillance requirements that effectively measure and evaluate the contractor’s performance. Additionally, this QASP is based on the premise that the contractor, not the government, is responsible for management and QC/QA actions to successfully meet the terms of the contract.

6.2. Surveillance Matrix

The Surveillance Matrix (see sample at Attachment 1) is the list of performance objectives and standards that must be performed by the contractor. This matrix details the method of surveillance and frequency the COR will use to validate and inspect these performance elements. Inspection of each element will be documented in the COR file.

DFARS 222.17 mandates including surveillance for ensuring compliance with Combatting Trafficking in Persons (CTIP) in the QASP. Use the CTIP sample checklist from PGI 222.17. See the DoD CTIP website.

Performance objectives define the desired outcomes. Performance Standards define the level of service required under the contract to successfully meet the performance objective. The inspection methodology defines how, when, and what will be assessed in measuring performance. The Government performs surveillance, using this QASP, to determine the quality of the contractor’s performance as it relates to the performance element standards. The Performance Requirement Summary (PRS) should be used to form the foundation of the COR’s inspection checklist.

http://ctip.defense.gov/

6.3. Performance Rating Definitions

The performance ratings below reflect definitions at FAR 42.1503 Table 42-1. The COR will use these rating to evaluate the quality of contractor’s performance. [If your organization requires that you use a different rating mechanism, insert it here.]

Performance Rating

Definition

Exceptional (A)

Performance meets contractual requirements and exceeds many to the government’s benefit. The contractual performance of the element or sub-element being evaluated was accomplished with few minor problems for which corrective actions taken by the contractor were highly effective.

Very Good (B)

Performance meets contractual requirements and exceeds some to the Government’s benefit. The contractual performance of the element or sub-element being evaluated was accomplished with some minor problems for which corrective actions taken by the contractor were effective.

Satisfactory (D)

Performance meets contractual requirements. The contractual performance of the element or sub-element contains some minor problems for which corrective actions taken by the contractor appear or were satisfactory.

Marginal (E)

Performance does not meet some contractual requirements.

The contractual performance of the element or sub-element being evaluated 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 (F)

Performance does not meet most contractual requirements and recovery is not likely in a timely manner. The contractual performance of the element or sub-element contains a serious problem(s) for which the contractor’s corrective actions appear or were ineffective.

Note 1: Plus, or minus signs may be used to indicate an improving (+) or worsening (-) trend insufficient to change the evaluation status.

Note 2: N/A (not applicable) should be used if the ratings are not going to be applied to a particular area for evaluation.

6.4. Methods of Surveillance

* 100% Inspection - This is an inspection method whereby all outputs are monitored. This method provides the best indication of contractor performance and the most documented basis for determining contract payment actions. However, it requires extensive COR resources, and therefore, is not practical for most service requirements. 100 percent inspection is preferred when the PWS requirement is so critical that nonperformance would pose a direct risk to the safety of personnel or property, or when the work occurs infrequently, and the output population is small.

* Random Sampling - When a service is performed relatively frequently, and a statistically valid sample can be selected for audit. The most appropriate method for frequently recurring tasks. Random Sampling is a means of evaluation by observing or inspecting some part (a sample), but not all, of a population or lot of the contract requirements to assist the government with determining whether standards set forth in the contract have been met. This tool is not the Contracting Officer’s only option nor is the tool usage mandatory. When performing random sampling, use a current version of Military Standard 105E Tables/ANSI/ASQC Z1.4 to determine the sample size and the acceptance and rejection numbers.

* Periodic Sampling - This method, sometimes called "planned inspection," consists of the evaluation of tasks selected on other than a 100 percent or random basis. It may be appropriate for tasks that occur infrequently, and where 100 percent inspection is neither required nor practical. A predetermined plan for inspecting part of the work is established using subjective judgment and analysis of agency resources to decide what work to inspect and how frequently to inspect it.

* Customer Feedback – Not necessarily a valid method of surveillance, but a good indicator for areas surveillance should be conducted or intensified.

The COR may design a customer survey questionnaire to be used as an essential part of a well-publicized customer complaint program. In time of resource constraints, the use of customer surveys provides an effective and efficient means of monitoring contractor performance. Customer surveys should only supplement other surveillance efforts and be analyzed by surveillance personnel trained in validating customer complaints. Customers should be made aware of minimal contractor performance requirements to be sure that customer responses to surveys are valid indicators of actual contractor performance. The COR must investigate each customer complaint and validate the accuracy before any action is taken.

7. Performance Reporting

7.1. Corrective Action Report (CAR)

Describes how discrepancies are reported and resolved (see sample CAR below).

7.2. Customer Complaint Form

(See sample customer complaint form below)

7.3. Performance Assessment Report (PAR) (See sample

customer PAR below)

Inspection Metrologies:

8. M1: Inspection of Reports. All reports shall be reviewed upon receipt. The reviewer will report any flaws in the document and categorize the flaws (Editorial, Format, and/or Substance).

Statements Standards Inspections Ratings A.1 Maintain the landscaping at front gate

See pictures front gate 1through 4

a) Landscaping mulch is maintained and cleared from roadways

b) Weeds are removed and kept under control

c) All plants and trees that are part of the landscaping feature are cared for and watered as needed

d) Trash is removed as needed from the area

What: Landscaping at front gate How: Visual inspection after landscapers have completed their work Who: COR

A.2 Maintain the landscaping at parking lot #1

See pictures parking lot 1 pictures 1 through

a) Landscaping mulch is maintained and cleared from roadways

b) Weeds are removed and kept under control

c) All plants and trees that are part of the landscaping feature are cared for and watered as needed parking lot #1 How: Visual inspection after landscapers have

A.3 landscaping at parking lot #2

See pictures parking lot 2 pictures 1 through

a) Landscaping mulch is maintained and cleared from roadways

b) Weeds are removed and kept under control

c) All plants and trees that are part of the landscaping feature are cared for and watered as needed parking lot #2 How: Visual inspection after landscapers have

Appendix 1 - Surveillance Matrix

B.1 Maintain the landscaping at building 100

See Building 100 pictures 1 through

a) Landscaping mulch is maintained and cleared from walkways and roadways

b) Weeds are removed and kept under control

c) All plants and trees that are part of the landscaping feature are cared for and watered as needed building 100 How: Visual inspection after landscapers have

B.2 landscaping at building 200

See pictures building 200 1 through 5

a) Landscaping mulch is maintained and cleared from walkways and roadways

b) Weeds are removed and kept under control

c) All plants and trees that are part of the landscaping feature are cared for and watered as needed building 200 How: Visual inspection after landscapers have

C.1 landscaping along the north fence line

See pictures north fence line 1 through 6

a) Landscaping mulch is maintained and cleared from roadways

b) Weeds are removed and kept under control

c) All plants and trees that are part of the landscaping feature are cared for and watered as needed

What: Landscaping along the north fence line How: Visual inspection after landscapers have

D.1 Maintain the landscaping at the 3 greenhouses behind headhouse

See pictures new greenhouses pictures 1 through

a) Landscaping mulch is maintained and cleared from roadways

b) Weeds are removed and kept under control

c) All plants and trees that are part of the landscaping feature are cared for and watered as needed

What: Landscaping along the 2 greenhouses behind headhouse 300 How: Visual inspection after landscapers have

E.1 Weed control along the south fence line

See pictures South fence line 1 through 6

a) Weeds are removed and kept under control

b) All plants and trees that are part of the landscaping feature are cared for and watered as needed

c) Trash is removed as

What: Weed control and landscaping along the south fence line How: Visual inspection after landscapers have

E.2 Weed control along the west fence line

See pictures West fence line pictures 1 through

a) Weeds are removed and kept under control

b) All plants and trees that are part of the landscaping feature are cared for and watered as needed

What: Weed control and landscaping along the west fence line How: Visual inspection after landscapers have

F.1 Weed control for the exterior of building 41 See site map for building location

a) Weeds are removed and kept under control

b) Trash is removed as

What: weed control at building 41 How: Visual inspection after landscapers have

F.2 Weed control and landscaping for exterior of building See site map for building location

a) Weeds are removed and kept under control

b) All plants and trees that are part of the landscaping feature are cared for and watered as needed

What: weed control and landscaping at building How: Visual inspection after landscapers have

F.3 the exterior building See site map for building location

a) Weeds are removed and kept under control building 20 How: Visual inspection after landscapers have

F.4 the exterior building See site map for building location

a) Weeds are removed and kept under control building 43 How: Visual inspection after landscapers have

F.5 the exterior building See site map for building location

a) Weeds are removed and kept under control building 23 How: Visual inspection after landscapers have

F.6 the exterior building building 102 How: Visual inspection after landscapers have

F.7 the exterior building See site map for building location

a) Weeds are removed and kept under control building 28 How: Visual inspection after landscapers have

F.8 the exterior building See site map for building location

a) Weeds are removed and kept under control building 109 How: Visual inspection after landscapers have

F.9 the exterior building See site map for building location

a) Weeds are removed and kept under control building 116 How: Visual inspection after landscapers have

F.7 the exterior building See site map for building location

a) Weeds are removed and kept under control building 117 How: Visual inspection after landscapers have

F.8 the exterior building See site map for building location

a) Weeds are removed and kept under control building 118 How: Visual inspection after landscapers have

F.9 the exterior building building 119 How: Visual inspection after landscapers have

F.10 the exterior building See site map for building location

a) Landscaping mulch is maintained and cleared from roadways

b) Weeds are removed and kept under control

c) All plants and trees that are part of the landscaping feature are cared for and watered as needed building 47 How: Visual inspection after landscapers have

F.11 the exterior building See site map for building location

a) Weeds are removed and kept under control building 40 How: Visual inspection after landscapers have

F.12 the exterior building building 44 How: Visual inspection after landscapers have

F.13 the exterior building See site map for building location

a) Weeds are removed and kept under control building 45 How: Visual inspection after landscapers have

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

CUSTOMER COMPLAINT RECORD

DATE/TIME OF COMPLAINT

SOURCE OF COMPLAINT

ORGANIZATION

BUILDING NUMBER

INDIVIDUAL

PHONE NUMBER

NATURE OF COMPLAINT

CONTRACT REFERENCE

VALIDATION

DATE/TIME CONTRACTOR INFORMED OF COMPLAINT

ACTION TAKEN BY CONTRACTOR

RECEIVED/VALIDATED BY

PERFORMANCE ASSESSMENT REPORT (PAR)

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

1. CONTRACT/TASK ORDER NUMBER 2. CONTRACTOR 3. TYPE OF SERVICES

4. QUALITY ASSURANCE PERSONNEL (COR) SIGNATURE AND DATE

5. COR PHONE 6. SUSPENSE DATE

I. PERFORMANCE

7. DEFICIENCY (CHECK ALL BOXES THAT APPLY)

NEW

REPEAT

NO DEFICIENCY NOTED

8. SERVICES SUMMARY or PWS PARAGRAPH ITEM REVIEWED

9. BRIEF DESCRIPTION OF DEFICIENCY (IF DEFICIENCY BOX WAS

CHECKED)

10. DETAILED PERFORMANCE ASSESSMENT

II. CONTRACTOR VALIDATION

11. CONTRACTOR REPRESENTATIVE CONCUR NON-CONCUR

12. CORRECTIVE ACTION ESTIMATED COMPLETION DATE

13. CONTRACTOR REPRESENTATIVE CORRECTIVE ACTION AND PREVENTION OF RECURRENCE OR REASON FOR NON-

CONCURRENCE OF COR CITED DEFICIENCY

III. ACTION CORRECTED

14. CONCUR NON-CONCUR COR SIGNATURE AND DATE

15. COR REMARKS (REQUIRED)

6. CONTRACTOR REPRESENTATIVE REMARKS