A01 24R2100 SAM.gov Gov't QASP_4.4.25.pdf

Solicitation No. 1202SC24R2100 USDA Forest Service National Mobile Food Service Units (MFSU)

QUALITY ASSURANCE SURVEILLANCE PLAN

1. Purpose: This Quality Assurance Surveillance Plan (QASP) in conjunction with D.1.9 Performance Standards and Deductions describes methods that will be used to monitor the Contractor’s performance. The QASP is not part of the Contract. It is provided to the Contractor solely for informational purposes and is subject to change by the Government during the life of the contract.

The Government reserves the right to perform assessments more or less often than outlined in this

QASP.

2. Introduction: The QASP establishes methods to assess or evaluate performance of the Contractor under the contract. It is designed to provide an effective method of monitoring Contractor Performance for each objective on the Performance Requirements Summary (PRS). The Government is concerned with the quality of the services provided, and not with the method that the Contractor uses to provide the services.

3. Responsibility for Quality Control: The Contractor is responsible for quality control and management actions to meet the performance requirements and terms of the Contract. The Government performs quality assurance to assess the quality of services rendered, if the services meet the contract requirements, and if the contract performance standards are achieved.

4. Surveillance Methods: The Government will evaluate the Contractor’s performance under this contract. Examples of Government surveillance may include:

a. Random Visual Checks.

b. Sampling.

c. Customer complaints substantiated by the Government.

d. Review of Contractor’s Quality Control documentation.

5. Deduction Methods: The Government will record performance noting any substandard performance.

For substandard performance, the Government’s preferred course of action will be discussions with the Contractor to make the Contractor aware of the problem, and to effectively prevent any recurrence of substandard performance. The Government may also take the following actions:

a. Presentation of a Work Order and Notice of Noncompliance requiring a written explanation for substandard performance.

b. Payment deductions in accordance with the PRS;

c. Payment deductions in accordance with the applicable FAR clause(s).

Performance Requirements Summary

Performance Standard Acceptable Quality Level (AQL) Impact on Payment Surveillance Method

Supplies Equipment and Personnel meet operational needs of the MFSU and are available at all times.

No more than 2 substantiated supply, equipment, or personnel deviations identified within a 14-day period.

5% deduction from Block 27 “Total

Invoice Amount”.

(each occurrence 3+ until resolved)

Random Visual Checks and Sampling

Contractor performs in a professional, cooperative and workmanlike manner and provided all supplies and services as specified.

No more than 3 substantiated customer complaints within a 14-day period.

5% deduction from Block 27 “Total

Invoice Amount”.

(each occurrence 4+)

Review Customer Complaints

Contractor submitted a biweekly menu within 24 hours of arrival of the incident that provides a variety of high-quality meals that meet quality standards.

Submission of biweekly menu with high quality meals that meet quality standards occurs within 30 hours of contractor’s arrival at the incident.

5% deduction from Block 27 “Total

Invoice Amount”.

Document Submitted or Not

Food meets quantities standards. No more than 3 substantiated quantity deviations per meal period.

20% deduction from Block 16 “Total”- Meal Dependent.

Review Customer Complaints, Random Visual Checks and

Sampling

Performance Standard Acceptable Quality Level (AQL) Impact on Payment Surveillance Method

Bi-weekly menus provide variety on a daily basis for all items served. Menus may include a wide variety of recipes.

No more than 2 substantiated variety deviations identified within a 14-day period.

10% deduction from Block 16 “Total”- Meal Dependent.

(each occurrence 3+)

Random Visual Checks and Sampling

Shift Provisions must be made on-site. No more than 2 occasions where Shift Provisions are made off-site.

40% deduction from Block 16 “Total”- Shift Provisions.

Random Visual Checks and Sampling

All meats, poultry, fish, dairy products, canned or frozen vegetables and fruits, dry goods, breads, canned goods, coffee, tea, oil, prepared salad, and beef jerky meet specified quality standards.

No more than 3 substantiated quality deviations per meal period.

20% deduction from Block 16 “Total”- Meal Dependent.

Review Customer Complaints, Random Visual Checks and

Sampling

Contractor met packaging and labeling standards.

No more than 2 substantiated packaging/labeling deviations identified daily.

40% deduction from Block 16 “Total”- Shift Provisions.

Random Visual Checks and Sampling

Four Key Personnel are available at the incident.

Two (of the four) Key Personnel must be at the incident and available at all times.

25% deduction from Block 27 “Total

Invoice Amount”.

Random Visual Checks and Sampling

Performance Based Deduction Formula

Deduction Threshold. If the number of substantiated deviations, or instances of unacceptable performance, observed is equal to or less than the acceptable quality levels (AQL) shown above, then there will be no deduction in payments for that standard. However, if the number of substantiated deviations observed is greater than the AQL per standard, then there will be a deduction in payments as demonstrated under the impact on payment column.

The AQL is two to three substantiated deviations based on the standard. Any services that fall below the standards set forth in the PWS and PRS will be considered a deviation as will any inspected work that falls below the same standards.

Example of Deduction Amount to Contractor Payments. Assume there are four substantiated issues identified regarding dinner meal variety during the day; four deviations exceed the AQL of two for that performance standard, a deduction in the total dinner payment to the Contractor for this day will be made as follows:

a. Assume a possible contract payment for dinner items is $1,245.77.

b. A deduction of 10% will be applied to the “meal dependent” (in this case dinner) line at the end of the invoice period.

c. Therefore, the deduction would be 10% or $124.58 of the dinner total resulting in the dinner line payment of $1,121.19.

d. ALL deductions will be reviewed and approved by the contract COR and/or contract CO.

Surveillance Guide and Evaluation Procedure. The Government will use a quality assurance surveillance checklist to evaluate Contractor performance. At the end of each day, the Government will summarize their findings, calculate any deduction amount, and notify the Contractor of any deduction being made. Notice to the Contractor will not be made if there is no deduction.

PAYMENT

a. Payment will be made in accordance with the National MFSU IDIQ or National MFSU DDP TO terms and conditions at contract prices established in the applicable Unit Summary.

b. Deductions shall be recorded on the invoice and supported with accompanying documents (ie, General Message (ICS 213) Deduction to Invoice for Performance, etc.).

ATTACHMENT 1: MFSU QUALITY ASSURANCE SURVEILLANCE CHECKLIST

Contractor: Unit Number: Contract Number:

Date of Inspection: Incident: Inspector Name:

Performance Item Performance Standard Pass/Fail or Needs

Improvement D.1.4 - Contractor Furnished Equipment, Supplies and Personnel Supplies, Equipment and Personnel meet operational needs of the MFSU and are available at all times.

D.1.5 - Contractor Responsibilities Contractor performs in a professional, cooperative and workmanlike manner and provided all supplies and services as specified.

D.1.7(a)(2) - Minimum Mobile Food Meal Requirements

Contractor submitted a biweekly menu within 24 hours of arrival of the incident that provides a variety of high-quality meals or special meals that meet quality standards.

D.1.7(b) - Standard Menu Requirements Food meets quantities standards.

D.1.7(b)(5) - Shift Provisions Shift Provisions must be made on-site.

D.1.7(d) - Menu Variety Bi-weekly menus provide variety on a daily basis as to the types of meat and bread used in sandwiches, other shift provisions, fruit, snacks, juices and other meal items served. Menus may include a wide variety of recipes.

D.1.7(e) - Cooking Requirements All food is cooked in accordance with stated requirements and as identified in the current FDA Food Code to minimize health hazard.

D.1.7(f) - Serving Container Requirements Milk, juice, desserts, salad dressings, condiments, bread and dry cereal is served and available as specified.

D.1.7(g) - Food Quality Standards All meats, poultry, fish, dairy products, canned or frozen vegetables and fruits, dry goods, breads, canned goods, coffee, tea, oil, prepared salad, and beef jerky meet specified quality standards.

D.1.8 - Packaging and Marking Contractor met packaging and labeling standards.

D.1.5(h) - Key Personnel Two (of the four) Key Personnel are available at the incident at all times.

Narrative Comments

Government Representative Contractor’s Representative Signature: Title: Signature: Title:

Phone: Phone: