1h QASP MD IH Surveys Maint.pdf

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Quality Assurance Surveillance Plan (QASP) For

Industrial Hygiene Survey and Report Services

1.0 Background: The purpose of the quality assurance surveillance program is to continuously and objectively assess the completeness of industrial hygiene survey and report services delivered to the ARNG Region Northeast Industrial Hygiene (IH) Office and the MDARNG.

1.1 The purpose of this contract is to anticipate, recognize, and evaluate potential health hazards according to appropriate regulatory requirements associated with processes performed at MDARNG facilities and to provide sound recommendations for hazard control. The surveys will serve to establish a baseline of workplace conditions or update a previous baseline so that a worker’s history of exposures is provided to the Occupational Health Program for civilian and military employees.

1.2 The Region Northeast IH Office requires a highly responsive process whereby the government can quickly obtain needed support and services.

2.0 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.

2.1 The contractor is responsible for implementing and delivering performance that meets contract standards using its own 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.

2.2 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.

2.3 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.

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2.4 Bottom line, the QASP should ensure early identification and resolution of performance issues to minimize impact on mission performance.

2.4 Authority for issuance of this QASP is provided under Part 46 of the Federal Acquisition Regulation, Inspection of Services clauses, which provide 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.

2.5 Roles and Responsibilities

The following personnel shall oversee and coordinate surveillance activities.

2.5.1 Program/Project Manager (PM) – The PM (usually the COR’s regular Supervisor) nominates the COR as directed by the Contracting Officer. The PM ensures the COR meets all COR training requirements outlined by the Contracting Office before nomination of the COR. The contract shall not be awarded until a qualified COR is appointed in writing by the Contracting Officer.

The PM is not authorized to perform any COR duties but provides support to help the COR properly provide the necessary federal government oversight needed. The PM is required to include the performance of the COR in the COR’s annual performance rating. While the PM may serve as a direct conduit to provide Government guidance and feedback thru the COR to the Contractor on technical matters, they are not empowered to make any contractual commitments or any contract changes on the government’s behalf. It is highly recommended the PM also nominate an alternate

COR.

2.5.2 Contracting Officer (KO) – 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 the contractor receives impartial, fair, and equitable treatment under this contract. The KO will determine the final assessment of the contractor’s performance.

2.5.3 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 and surveillance process. The COR shall keep a Quality Assurance file that accurately documents the contractor’s actual performance.

If required to use VCE-COR by the Contracting Officer, the COR will always make sure these records are accurately and timely uploaded to the VCE-COR system. The purpose is to ensure the contractor meets the performance standards contained in the contract. The COR is responsible for reporting early identification of performance problems to the KO. The COR is required to provide an annual performance assessment (or more frequently as directed by the Contracting Officer) to the KO which will be used in documenting annual contractor performance. The QASP is the primary tool for documenting contractor performance. The COR is not empowered to make any contractual commitments or to authorize any contractual change on the Government’s

pg. 3 behalf. The COR shall meet with the KO periodically as directed (usually monthly or quarterly at a minimum) to discuss the contractors performance. These meetings are in addition to the progress and similar type meetings involving, at a minimum, the contractor, COR and KO. The COR (and alternate as applicable) should communicate frequently to ensure both are aware of the current on-going oversight status and contract performance status.

3.0 Government Contract Surveillance

The goal of the QASP is to ensure contractor performance is effectively monitored and documented. The COR is responsible for maintaining quality assurance surveillance for the federal government. The COR will ensure monthly quality assurance inspections are accomplished accurately and timely.

4.0. Performance Requirements Summary (PRS)

This Performance Requirements Summary includes performance standards. The Government will use these standards to determine contractor performance and will compare contractor performance to the Acceptable Quality Level (AQL).

The PRS (attachment 1) is the list of performance objectives and standards that must be met by contractor performance. This summary 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 using the Performance Assessment Report.

4.1 Corrective Action Report (CAR) (See attachment 2) Used to identify, document and resolve issues or performance concerns/failures.

4.2 Performance Rating Definitions and Performance Evaluation Review Worksheet

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

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 requirement standards.

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Performance Rating

Definition / Description

Green

Yes, performance and technical specifications are being met at AQL.

Yellow

Yes, performance and technical specifications are currently being met at the minimum AQL, but the following service / deliverable needs contractor attention. The Customer must identify what component of the deliverable and/or service requires attention.

Red

No, performance and technical specifications are not met at AQL and the following service / deliverable needs immediate contractor resolution. The Customer must identify what component of the deliverable and/or service is below the minimum

AQL.

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PERFORMANCE EVALUATION REVIEW WORKSHEET

Performance Rating

Deliverable/Service Quality Rating Causative Factors Effect on Mission

Action Required /

Date

Have industrial hygiene equipment on hand to perform IH surveys

Green Comments Unnecessary for “Green” QA Rating.

Yellow

Red

Coordinate survey dates with the facility and/or SOH POCs.

Green Comments Unnecessary for “Green” QA Rating.

Evaluate industrial processes.

Green Comments Unnecessary for “Green” QA Rating.

Collect indoor air quality measurements

Green Comments Unnecessary for “Green” QA Rating.

Measure lighting in several areas of the facility.

Green Comments Unnecessary for “Green” QA Rating.

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PERFORMANCE EVALUATION REVIEW WORKSHEET

Performance Rating

Deliverable/Service Quality Rating Causative Factors Effect on Mission

Action Required /

Date

Interpret Results and Provide Recommendations.

Green Comments Unnecessary for “Green” QA Rating.

Report Urgent Situations

Green Comments Unnecessary for “Green” QA Rating.

Provide and IH Survey Report

Green Comments Unnecessary for “Green” QA Rating.

Adhere to Contractor Requirements

Green Comments Unnecessary for “Green” QA Rating.

Period of Performance: From ___________________to_________________

Number of Hours Actually Worked: _______ (Do not include non-worked holidays, leave, etc.

these are included in the rate the Government pays and are not paid as hours worked.)

Reimbursable Expenses: (include receipts) _______ Travel_______ (include approval sheet)

Approved by: Date:

(Contracting Officers Representative)

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Attachment 1:

PERFORMANCE REQUIREMENTS SUMMARY

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PWS

Paragraph

Task Performance Standard Acceptable Quality Level

(AQL) – or defect rate for this task

Method Used / Frequency

1.4 Have industrial hygiene

equipment on hand to perform

IH surveys

The contractor is required to have on every survey the equipment listed in attachment 3 of the PWS.

The equipment must have a current, valid calibration.

99% accurate Periodic Inspection –

COR will monitor compliance

1.5 Coordinate survey dates with

the facility and/or SOH POCs.

The contractor shall provide survey dates to the SOH POC, the Region Northeast Industrial Hygienists prior to the start of any survey.

99% accurate Periodic Inspection –

COR will monitor compliance

2.1 Evaluate industrial processes

at each facility

The contractor shall evaluate each process, its duration and frequency as well as associated hazards.

99% accurate Periodic Inspection –

COR will monitor compliance

2.2 Collect lighting measurements

from at least six locations in each ARNG Facility

The contractor shall collect lighting measurements from at least six locations in each ARNG Facility.

99% accurate Periodic Inspection –

COR will monitor compliance

2.3 Collect indoor air quality

measurements indoors and outdoors of each ARNG Facility.

The contractor shall measure carbon dioxide, carbon monoxide, temperature, and relative humidity inside the facility and note outdoor levels.

99% accurate Periodic Inspection –

COR will monitor compliance

2.7 Interpret Results and Provide

Recommendations.

The contractor shall interpret results of measurements, sampling, and observations.

Include an explanation if a process evaluation could not be performed.

Recommend repeat or additional evaluation if applicable. Include a recommendation for every finding noted. Risk assessment codes shall be applied to each recommendation.

99% accurate Periodic Inspection –

COR will

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3.2 Report Urgent Situations

The contractor shall report urgent situations during the survey as soon as possible that will be classified as a RAC 1 or 2.

Additionally, within one week provide a summary of the situation with findings, recommendations, and any corrective actions already taken (if any).

COR will monitor compliance

3.3 Provide and IH Survey Report The contractor shall provide an electronic draft report, field notes, and DA 4700s for each facility by four weeks after the field work is completed. Implement all reviewer comments/changes. Provide final reports two weeks after draft report comments are received.

99% accurate Periodic Inspection –

COR will monitor compliance

6.0 Adhere to Contractor

Requirements

The contractor shall arrive on time and maintain professional conduct and appearance. The contractor shall abide by applicable laws and regulations governing the safety and health programs. The contractor shall not disrupt of demonstrate poor conduct. The contractor shall not release any information regarding ARNG worksites, facilities or shops without first receiving written approval from the COR.

COR will

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Attachment 2: Corrective Action Report (CAR)

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

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