QASP.pdf

Tongass National Forest Shoal Cove Road System Road Brushing Contract

Quality Assurance Surveillance Plan

April 12, 2019

QASP for Tongass Road Brushing Contracts

1. Purpose & Intent The purpose of 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.

The intent is to ensure that the Contractor performs in accordance with the performance standards/acceptable quality levels contained in the PWS; that the Government receives the quality of services called for in the contract; and, that the Government only pays for the acceptable level of services received.

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.

Updates shall ensure that the QASP remains a valid, useful, and enforceable document.

Copies of the original QASP and revisions shall be provided to the contractor and Government officials implementing surveillance activities.

The following FAR clauses apply to this contract:

52.246-4 Inspection of Services – Fixed-Price

2. Scope It is important to understand the responsibilities of the parties and distinguish between the contractor’s quality control plan and the QASP. The Contractor is responsible for managing and developing a quality control plan to meet the quality standards established in the PWS. The QASP is put in place to provide Government surveillance and oversight of the contractor’s efforts in meeting the performance standards required by the contract. The QASP is not part of the contract nor is it intended to duplicate the Contractor’s quality control plan. The Government may provide the Contractor with an informational copy of the QASP to support the Contractor’s efforts in developing a quality control plan that will inter-relate with the QASP.

3. Government Resources

The following personnel will implement all surveillance activities:

Contracting Officer. The Contracting Officer ensures performance of all necessary actions for effective contracting, ensures compliance with the terms of the contract and safeguards the interests of the Government in the contractual relationship. It is the

Contracting Officer that assures the Contractor receives impartial, fair and equitable treatment under the contract. The Contracting Officer is ultimately responsible for the final determination of the adequacy of the Contractor’s performance.

Contracting Officer: Jon Gellings Telephone Number: 907-586-7836 Email: jonathan.gellings@usda.gov

Contracting Officer’s Representative (COR). The COR is responsible for technical administration of the contract and assures proper Government surveillance of the Contractor’s performance. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf. Any changes that the Contractor deems may affect contract price, terms, or conditions shall be referred to the Contracting Officer for action.

Contracting Officer’s Representative: Rozie Berry Telephone Number: 907-228-4112 Email: rozie.berry@usda.gov

4. Methods of Quality Assurance Surveillance 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 6.0 in the Performance Work Statement, includes performance standards. The Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL).

The surveillance methods listed below will be used in the administration of this QASP.

The specific surveillance method for each performance standard and acceptable quality level is listed in the “Monitoring Method” column of the Performance Requirement Summary.

Various methods exist to monitor performance. The COR shall use the surveillance methods listed below in the administration of this QASP.

Regardless of the surveillance method, the COR shall always contact the contractor's task manager or on-site representative when a defect is identified and inform the manager of the specifics of the problem. The COR, with assistance from the CO, shall be responsible for monitoring the contractor’s performance in meeting a specific performance standard/AQL.

Government Review – Indicates that the Government will be responsible for monitoring the Contractor’s performance in meeting specific performance standards/acceptable quality levels. The Government Review may be performed by the COR, technical monitors, inspectors, and/or other Government personnel interacting with the contractor.

100% Inspection – Evaluates all outputs. Most applicable to small quantity, but highly important services. May be used where there are written deliverables and stringent requirements such as tasks required by law, safety, or security.

Validated User/Customer Complaint – Relies on the user of the service to identify deficiencies. Complaints are then investigated and validated. Highly applicable to services provided in quantity and where quality is highly subjective.

Surveillance results may be used as the basis for actions (to include payment deductions) against the contractor. In such cases, the Inspection of Services clause in the Contract becomes the basis for the CO’s actions.

5. Documentation The results of all monitoring activity shall be documented on the Surveillance Activity Summary Form. The COR shall submit copies of the Surveillance Activity Summary Form at the conclusion of contract performance and whenever contractor performance fails to meet acceptable quality levels.

The COR will, in addition to providing documentation to the Contracting Officer, maintain a complete quality assurance file. The file will contain copies of all reports, evaluations, recommendations, surveillance checklists, and any actions related to the Government’s performance of the quality assurance surveillance function. All such records will be retained for the life of the contract and forwarded to the Contracting Officer upon completion.

6. Incentives and Disincentives On an ongoing basis and as deliverables are submitted, the COR will assess the contractor’s performance using the Performance Requirements Summary in the PWS. The COR will alert the CO whenever a disincentive should be included in the invoice.

Prepared by: Rozie Berry Concur: Jon Gellings

Signature – Contracting Officer’s Representative Signature – Contracting Officer

Tongass Road Brushing Requirements Contracts Surveillance Activity Summary Form

Perf Std#

Service Performance Standards Acceptable Quality Level

(AQL)

Monitoring Method Monitoring Performed by/ Date(s)

Compliance with Performance

Standard/AQL

Other Comments

PS-1 Coordination and Communication

Government has awareness of Contractor efforts through proactive coordination and communication between Contractor and Government technical personnel.

Reactive communication is minimized through the Contractor’s proactive communication.

Government requested information is provided within ten (10) business days.

Feedback from the Government personnel on contractor efforts.

PS-2 Road Brushing Activities

All road brushing activities are completed on-time. All services and standards in the FSSS are included in this Performance Standard.

No deviation from the task order schedule without prior COR and CO approval.

Government review of on-the-ground progress in terms of percentage complete for both roads and time.

PS-3 Contractor Paperwork

The completed invoices conform to the invoice requirements, and all other requests are submitted in a timely manner.

No deviation.

Government review of the Contractor written communications and invoices.