QASP_v1_7_June_2016.pdf

Quality Assurance Surveillance Plan (QASP)

741 BEB Annual Training Life Support

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. It includes:

- 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. 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.

2. 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 the contracting officer’s representative.

3. Roles and Responsibilities

The following personnel shall oversee and coordinate surveillance activities.

3.1 Contracting Officer (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:

Organization or Agency: USPFO for Oregon

Telephone:

Email:

3.2 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 a performance assessment to the KO which will be used in documenting 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 Sharon Robertson

Organization: 741 BEB, Oregon Army National Guard

Telephone:

Email:

4. Performance Requirements and Method of Surveillance

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

4.1 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.

4.2 Surveillance Matrix (See Appendix 1)

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

Very Good

Performance meets or exceeds some of the contractual requirements. 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.

Unsatisfactory

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 are or were ineffective.

4.2 Corrective Action Report (See Attachment 2)

Used identify, document and resolve issues or performance concerns/failures.

4.3 Customer Complaint Form (See Attachment 3)

Provides a format for customers who are support by the contractor to report on the contractor’s performance (For Agency use – Remember customers do not know what the contract requirements are). CORs should use this as method to become aware of issues but these forms are not to be used to evaluate the contractor unless complaint is valid and applicable to the contract (consult with Contracting Office if there are any questions).

4.4 Performance Assessment Report (See Attachment 4)

Quality assurance assessment of the contractor and contract performance

Appendix 1: Surveillance Matrix

Task

Provide Power Generation

Standards (STD) / Acceptable Quality Level (AQL)

STD: Provide power generation (120/240v, 1 phase, 60 Hz) to support the Western Shelter Gatekeeper System and four (4) BOH 20’ containerized shower units. The Western Shelter Gatekeeper System 2360/1935 includes fourteen (14) tents (19x35), used for sleeping, and four (4) tents used for field training / classrooms (23x60).

Requires 120/240v, 1 phase, 60 Hz. Power generation for the containerized shower unit will support four (4) 80-gallon dual element electric water heaters (220v 60Hz), interior lighting/ventilation fans/plugs per unit. Reference

PWS Paragraph 3.1.2.A

AQL: Reference PWS Paragraph 3.1.4.A

Inspection

What How/ Method Who

The contractor shall provide all equipment, material, labor, supervision; supplies and items necessary.

Random onsite inspections.

Response to customer calls.

COR

Ratings:

Task

Provide HVAC Units and Power

Standards (STD) / Acceptable Quality Level (AQL)

STD: Provide HVAC units and power for HVAC, for fourteen (14) sleep tents (19’ x 35’) housing a total of 200

Soldiers and four (4) class room tents used for training / classrooms (26x30). Reference PWS Paragraph 3.1.2.B

AQL: Reference PWS Paragraph 3.1.4.B

Inspection

What How/ Method Who

The contractor shall provide all equipment, material, labor, supervision; supplies and items necessary.

Random onsite inspections.

Response to customer calls.

COR

Ratings:

Task

Provide Shower Support

Standards (STD) / Acceptable Quality Level (AQL)

STD: Provide potable water, containment, disposal and cleaning services to support four (4) BOH 20’ containerized shower units. . Reference PWS Paragraph 3.1.2.C

AQL: Reference PWS Paragraph 3.1.4.C

Inspection

What How/ Method Who

The contractor shall provide all equipment, material, labor, supervision; supplies and items necessary.

Random onsite inspections.

Response to customer calls.

COR

Ratings:

Provide Digital Copier Machines

Standards (STD) / Acceptable Quality Level (AQL)

STD: Provide two (2) high-speed copiers that have digital, staple, dual sided, sort and scan capability. Reference

PWS Paragraph 3.1.2.D

AQL: Reference PWS Paragraph 3.1.4.D

Inspection

What How/ Method Who

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.

COR

Ratings:

Task

Provide External Portable Shaving/Sink Stations

Standards (STD) / Acceptable Quality Level (AQL)

STD: Provide external portable shaving/sink stations for approximately 100 Soldiers. Provide a minimum of 12 sinks. Reference PWS Paragraph 3.1.2.E

AQL: Reference PWS Paragraph 3.1.4.E

Inspection

What How/ Method Who

The contractor shall provide all equipment, material, labor, supervision; supplies and items necessary to provide and deliver according to the PWS.

Random onsite inspections.

Response to customer calls.

COR

Ratings:

Task

Provide Bagged Crushed Ice

Standards (STD) / Acceptable Quality Level (AQL)

STD: Provide 6,500 pounds of bagged crushed ice (approximately 929 bags at 7 lbs. each). Reference PWS

Paragraph 3.1.2.F

AQL: Reference PWS Paragraph 3.1.4.F

Inspection

What How/ Method Who

The contractor shall provide all equipment, material, labor, supervision; supplies and items necessary to provide bags of crushed ice.

Random onsite inspections.

Response to customer calls.

Provide Portable Chemical Toilets and Hand Washing Stations

Standards (STD) / Acceptable Quality Level (AQL)

STD: Provide 25 commercial outdoor style portable chemical toilets and 16 portable hand washing stations to include servicing every two days or more frequently as necessary. Reference PWS Paragraph 3.1.2.G

AQL: Reference PWS Paragraph 3.1.4.G

Inspection

What How/ Method Who

The contractor shall provide all equipment, material, labor, supervision; supplies and items necessary to provide and deliver according to the PWS.

Random onsite inspections.

Response to customer calls.

COR

Ratings:

Task

Provide Trailered Generator Light Sets

Standards (STD) / Acceptable Quality Level (AQL)

STD: Provide twelve (12) each generator powered light towers. Reference PWS Paragraph 3.1.2.H

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. PWS Paragraph 3.1.4.H

Inspection

What How/ Method Who

The contractor shall provide all equipment, material, labor, supervision; supplies and items necessary to provide and deliver 12 each light sets.

Random onsite inspections.

Response to customer calls.

COR

Ratings:

Task

Provide Laundry Service

Standards (STD) / Acceptable Quality Level (AQL)

STD: Provide laundry service for approximately 250 Soldiers. Reference PWS Paragraph 3.1.2.I

AQL: Reference PWS Paragraph 3.1.4.I

Inspection

What How/ Method Who

Laundry shall be picked-up and returned in accordance with the PWS. Items shall be cleaned in accordance with standard industry practices.

Random onsite inspections. COR

Provide Dumpsters

Standards (STD) / Acceptable Quality Level (AQL)

STD: Provide two (2) each dumpsters. Minimum size is three (3) cubic yards. Reference PWS Paragraph 3.1.2.J

AQL: Reference PWS Paragraph 3.1.4.J

Inspection

What How/ Method Who

The contractor shall provide all equipment, material, labor, supervision; supplies and items necessary to provide and deliver 4 each light sets.

Random onsite inspections.

Response to customer calls.

Attachment 2: Corrective Action Report

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

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

Attachment 3: Customer Complaint Record

CUSTOMER COMPLAINT RECORD

DATE/TIME OF

COMPLAINT

SOURCE OF COMPLAINT

ORGANIZATION

BUILDING

INDIVIDUAL

PHONE

NATURE OF COMPLAINT

CONTRACT REFERENCE

VALIDATION

DATE/TIME CONTRACTOR INFORMED OF COMPLAINT

ACTION TAKEN BY CONTRACTOR

Attachment 4: Performance Assessment Report

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 (QAP) SIGNATURE AND DATE

5. QAP 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 QAP CITED DEFICIENCY

III. ACTION CORRECTED

14. CONCUR NON-CONCUR QAP SIGNATURE AND DATE

15. QAP REMARKS (REQUIRED)

16. CONTRACTOR REPRESENTATIVE REMARKS