FBO_QASP_2-218_FA_AT_2016.pdf

Quality Assurance Surveillance Plan (QASP)

2-218 FA BN Annual Training, UMD TY 2015

1. Purpose

This Quality Assurance Surveillance Plan (QASP) 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 be 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 to assure that it meets 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.

5.1 Contracting Office {KO)

The KO is the only person authorized to establish, amend or terminate a contract on the

Government's behalf. The KO 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 KO shall also ensure that the contractor receives impartial, fair, and equitable treatment under this contract. Determine and document the final assessment of the contractor's performance in the governments past performance tracking system.

Assigned KO: TBD

Organization or Agency: USPFO for Oregon

Telephone:

Email:

5.2 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 and this QASP. The COR is responsible for reporting early identification of performance problems to the KO. The COR is required to provide an annual performance assessment to the

KO which will be used in documenting past performance. The QASP is the primary tool for documenting contractor performance. The COR is not empowered to make any contractual commitments, changes or terminate a contract on the Government's behalf. The COR is authorized to contact the vendor to request enforcement of the contract.

Assigned COR: SFC Chacon, Genero, 2-218 FA BN, and Oregon National Guard. Phone and

E-mail to be provided at the time of award.

6 Performance Requirements and Method of Surveillance

Weekly inspections will be conducted upon delivery by COR or inspector to ensure services provided are in compliance with the contract.

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 KO 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 (Appendix 1) is the list of performance objectives and standards that must be performed by the contractor. This matrix details the method of surveillance the COR will use to validate and inspect these performance elements. Inspection of each element will be documented in the COR file.

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 PRS should be used to form the foundation of the COR's inspection checklist.

In evaluating the quality of contractor's performance, the following performance ratings may be used.

Performance

Rating

Criteria

Excellent/

Outstanding

Performance meets contractual requirements and exceeds many to the government's benefits. The contractual performance of the element or sub-element being assessed was accomplished with no problems and contractor actions were highly effective.

Very Good Performance meets contractual requirements and exceeds some to the government benefits. The contractual performance was accomplished with few minor problems for which corrective actions taken by the contractor were effective.

Good Performance meets contractual requirements. The contractual performance contains some minor problems for which corrective actions taken by the contractor were satisfactory.

Marginal Performance does not meet some contractual requirements. The contractual performance reflects a serious problem for which the contractor has not yet identified corrective actions. The contractor's proposed actions appear marginally effective or were not fully implemented.

U satisfactory Performance does not meet most contractual requirements and recovery is not likely in a timely manner. The contractual performance contains serious problem(s) for which the contractor's corrective actions a0>ear or were ineffective.

Appendix 1 - Surveillance Matrix

PW

S

Par a

Tasks Standards / AQL In sp ect io n

W h a t

How/ Method Who

3.1.2.A Provide 2 high speed copiers.

STD: Deliver and set-up 2 Network capable, high speed copiers. Respond to maintenance calls. Reference paragraph 3.1.2.A

AQL: High-speed copiers with digital capability, stapling, dual siding, sorting, scanning. Copy a minimum of 30 pages per minute. Provide toner to support a minimum of 500 pages (8 ½” x 11”) per day. Cost includes a minimum of 20,000 copies. Black and white copies only. Be able to produce copies on 8 ½ x11 paper at a minimum. Maintenance and supplies (excluding paper) and replace if necessary. Respond within two hours of notification.

Placed level. Capable of connecting to local network for printing. Reference paragraph 3.1.4.A

The contractor shall provide all equipment, material, labor, supervision;

supplies and items necessary to provide 2 each copiers with printing capabilities.

Random onsite inspections.

Response to customer calls.

Government

COR or inspector

3.1.2.B Provide 5 towable light sets.

STD: Provide 5 towable light sets. Contractor is responsible for delivering, setting up and removal of the light towers. All maintenance and support of the equipment is to be provided by the contractor. Delivery per the COR.

Reference Paragraph 3.1.2.B

AQL: Minimum 4 heads x 1000 watt metal halide lights. Lighting must be able to run continuous from sundown to sunup. Minimum 30 foot extendable mast. Contains internal electrical receptacles for auxiliary power. Maintained as required to support operations to include fuel if required and cleaning prior to return. Non-functional light towers shall responded to within 2 hours and fixed within 8 hours. Light Towers that cannot be repaired must be replaced within 24 hours. Secondary containment is required for any piece of equipment and or vehicle can hold over 55 gallons of a fuel or other petroleum products.

Reference Paragraph 3.1.4.B

The contractor shall provide all equipment, material, labor, supervision;

supplies and items necessary to provide and deliver 5 towable light sets.

Random onsite inspections.

Response to customer calls as needed.

Government

3.1.2.C Provide / deliver crushed ice; 9,000 pounds.

STD: Crushed and delivered every third day starting 08 May 2016 (freezer van – MTRCS). Reference Paragraph 3.1.2.C

AQL: Approximately 1,800 lbs delivered every third day to the (freezer van –

MTRCS). Reference Paragraph 3.1.4.C

The contractor shall provide all equipment, material, labor, supervision;

supplies and items necessary to provide / deliver 9,000 lbs. crushed ice.

Random onsite inspections.

Response to customer calls.

Government

3.1.2.D Crane 20’ arm. STD: Provide 1 each 50 ton hydraulic truck crane with the ability to pick up

10,000 pound Howitzers. Crane at a minimum 20’ army. Maximum working radius not to exceed 40’ from center of crane. Load chart capacity for crane at this radius is 14,790 pounds. Provide 1 each trained and licensed crane operator to operate the crane. Crane operator available to work 8 hours a day. Duty hours are tentative scheduled during the hours of 0800-1730 allowing a 1 hour lunch.

Any changes to work hours will be communicated by the COR. All maintenance and support of the vans is to be provided by the contractor. The Government COR will direct crane placement on YTC FOB with the Contractor prior to the required delivery date. Reference Paragraph 3.1.2.D

AQL: Provide 1 each crane with 20’ arm.

Provide 1 each trained and licensed crane operator for the specified crane.

Crane operator available to work 8 hours a day.

Duty hours are tentative scheduled during the hours of 0800-1730 PST allowing a

1 hour lunch.

Any changes to work hours will be communicated by the COR.

Contractor responsible for damages caused by the crane operator.

Labor rates must be in accordance with department of labor minimum wage requirements.

Contractor is required to deliver crane to location determined by COR.

50 ton hydraulic truck crane with the ability to pick up 10,000 pound Howitzers.

Maximum working radius not to exceed 40’ from center of crane. Load chart capacity for crane at this radius is 14,790 pounds.

All maintenance and support of the crane is to be provided by the contractor.

The Government COR will direct crane placement on YTC FOB with the

Contractor prior to the required delivery date.

The Contracting Officer is the only individual who can obligate the Government to any service beyond the scope of the purchase order

Reference Paragraph 3.1.4.D shall provide all equipment, material, labor, supervision;

supplies and items necessary to provide 1 each crane with a minimum 20’ arm.

Response to customer calls.

Government

3.1.2.E Connex containers. STD: Provide 5 each 8’x 8’x 20’ containers. Contractor is responsible for delivering, setting up and removal of the Connex containers. All maintenance and support of the containers is to be provided by the contractor. The Government

COR will direct container placement on YTC FOB with the Contractor prior to the required delivery date

Reference Paragraph 3.1.2.E

AQL: Provide 5 each 8’ x 8’ x 20’ containers made from 14 gauge steel. Ability to provide short term storage, secure equipment, and provide protection from outside weather conditions.

Containers should have four ISO corner casting on the bottom that will allow secured transporting on a M1077 PLS flatrack.

Containers should have cargo doors that open on end and side cargo doors for full opening of the side of the container to allow palletized items to be loaded and unloaded with a forklift.

Containers should allow for blocking bracing of equipment.

The Contracting Officer is the only individual who can obligate the Government to any service beyond the scope of the purchase order. Paragraph 3.1.4.E equipment, material, labor, supervision;

supplies and items necessary to provide and deliver 5 each

Connex containers.

Response to customer calls.

Government

3.1.2.F Dumpsters. STD: Provide 2 each dumpsters. Contractor is responsible for delivering, setting up, trash disposal and removal of the dumpsters. All maintenance and support of the dumpster is to be provided by the contractor. The Government COR will direct dumpster placement on YTC FOB with the Contractor prior to the required delivery date

Reference Paragraph 3.1.2.F

AQL: Provide 2 each dumpsters.

Contractor is required to deliver/pickup dumpsters and coordinate deposal of debris/trash with COR.

The Contracting Officer is the only individual who can obligate the Government to any service beyond the scope of the purchase order

Paragraph 3.1.4.F equipment, material, labor, supervision;

supplies and items necessary to provide and deliver 2 each dumpsters

Random onsite inspections.

Response to customer calls.

Government

3. 1.2G

Refrigeration and freezer vans/trailers

STD: Provide 1 refrigeration van (48’ of storage space) and 1 freezer van (48’ storage space) for food and ice storage. Contractor is responsible for delivering, setting up and removal of the refrigeration and freezer vans. All maintenance and support of the vans is to be provided by the contractor. The Government COR will direct van placement on YTC FOB with the Contractor prior to the required delivery date. Reference Paragraph 3.1.2.G

AQL: Serviceable vans/trailers appropriate for the storage of food items requiring refrigeration and the storage of ice

Contractor is required to deliver, set-up and maintain continuous operation of the vans

Freezer vans are must maintain a constant temperature at or below 30 degrees

Fahrenheit

Refrigeration vans must maintain a temperature of between 34 and 40 degrees

Fahrenheit to support perishable foods

Vans or trailers are to be equipped with both exterior and interior lights

Vans or trailers are to be equipped with stairs and hand rails for easy access and safety

Contractor is to maintain the vans necessary to ensure constant operation and sustainment of proper temperature. If required, contractors are to provide fuel to power source if required

Maintenance calls may be initiated 24 hours a day for the duration of this contract to include after normal working hours and weekends

Contractor is required to respond to maintenance calls within 2 hours after notification from the government COR or KO

Equipment that cannot be repaired shall be replaced within 8 or prior to food spoilage or loss of ice; replacement of van is acceptable and the transferring of food and ice shall be coordinated with the Government COR or KO

Secondary containment is required for any piece of equipment and or vehicle can hold over 55 gallons of a fuel or other petroleum products.

Provide a total of 48’ of storage space for refrigeration.

Provide a total of 48’ of storage space for freezer space.

48’ trailers or 2 each 24’ trailers are the minimum acceptable size

Paragraph 3.1.4.G equipment, material, labor, supervision;

supplies and items necessary to provide and deliver 2 each dumpsters

Random onsite inspections.

Response to customer calls.

Government

CORRECTIVE ACTION REPORT (CAR)

(If m o r e r o o m is needed, use reverse and identify by number)

1. CON1RACTOR 2. CONTRACT NUMBER 3. TYPE OF SERVICES

4. FUNCTIONAL AREA 5. SUSPENSE DATE 6. CONTROL NUMBER

7. DEFICIENCY 0 MNOR U MINOR

FINDING:

FINDING IMPACT:

Please respond with a written corrective action plan that details the corrective action of the cited deficiency, the cau.se 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 AUTIIORITY

TYPED NAME AND GRADE

SIGNATURE AND DATE

I 0. COR RESPONSE TO CON1RACTOR CORRECTIVE ACTION AND ACTION TAKEN TO PREVENT RECURRENCE

11. COR DETERMINATION

0ACCEPTED 0 REJECTED

12. CLOSE DATE

CUSTOMER COMPLAINT RECORD

DATMIME OF COMPLAINT

SOURCE OF COMPLAINT

ORGANIZATION BLDG. Number INDIVIDUAL PHONE NUMBER

NATUE OF COMPLAINT

CONTRACT REFERENCE

VALIDATION

DATFIITME CONTRACTOR INFORMED OF COMPLAINT

ACTION TAKEN BY CONTRACTOR

RECEIVEDNALIDATED BY

PERFORMANCE ASSESSMENT REPORT (PAR)

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

I. CONTRACTff ASK ORDER NUMBER 2. CONTRACTOR 3. TYPE OF SERVICES

4. QUALITY ASSURANCE PERSONNEL (COR) SIGNATURE AND DATE

S. CORPHONE

6. SUSPENSE DATE

I. PERFORMANCE

7. 0 DEFICIENCY (CHECK ALL BOXES THAT APPLY)

0NEW

0REPEAT

0 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

II. CONTRACTOR REPRESENTATNE 0 CONCUR 0 NON-CONCUR 12. CORRECTNE ACTION ESTIMATED COMPLETION DATE

13. CONTRACTOR REPRESENTATNE CORRECTNE ACTION AND PREVENTION OF RECURRENCE OR REASON FOR NON-CONCURRENCE OF

COR CITED DEFICIENCY

III. ACTION CORRECTED

14. 0CONCUR 0 NON-CONCUR COR SIGNATURE AND DATE

IS. COR REMARKS (REQUIRED)

6. CONTRACTOR REPRESENTATNE REMARKS