2024 QASP Sagamore Hill Grounds and Snow.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN

FOR

SNOW REMOVAL and SUMMER GROUNDS MAINTENANCE at

SAGAMORE HILL HAMILTON MA

PREPARED BY:

66 CES/CE

06 March 2024

QUALITY ASSURANCE SURVEILLANCE PLAN

FOR

GROUNDS MAINTENANCE and SNOW REMOVAL at SAGAMORE

HILL

1. Purpose: This Quality Assurance Surveillance Plan (QASP) has been developed and will be implemented in accordance with Performance-Based Services Acquisition (PBSA) guidelines.

This plan will be used by members of the multi-functional team to ensure contractor compliance on the services portions of the Grounds Maintenance and Snow Removal at Sagamore Hill service contract. This QASP will be for this contract and will describe the general scope of the assessment for the Contractor’s performance during the course of the contract.

2. Objective: This QASP will provide the Contracting Officer Representative (COR) with an effective systematic surveillance method for each item listed in the Performance Work Statement (PWS), specifically on the Service Summary (SS). This QASP is based on the premise that the Contractor is responsible for contract management and quality control, not the Government. The Government’s objective in having the service provided is to maintain a quality standard in the Grounds Maintenance and Snow Removal at Sagamore Hill Maintenance service contract and to provide service with the best means of achieving that objective. The Contractor will provide all management, tools, supplies, vehicles, equipment, and labor necessary to perform grounds maintenance at designated facilities, remove snow from building entrances, walkway, roads and parking areas at Sagamore Hill.

3. Results: The results in managing this contract through this QASP are to provide Hanscom AFB customer with a contractor who has the ability to provide the services awarded under this Grounds Maintenance and Snow Removal at Sagamore Hill Maintenance service contract.

Success for this contract is defined as achieving these outcomes as stipulated in the Performance Work Statement (PWS) and that the Government receives the services it is paying for.

4. Incentive Plan: Positive incentives as a result of performance that continually exceeds the performance objectives as outlined in the PWS may result in reduced surveillance. Negative performance incentives include re-performance of the defective service in accordance with the Inspection of Services clause, reduction of fee/price, and/or increased surveillance.

5. Multi-Functional Team Roles & Responsibilities: The purpose of the multi-functional team is to create an environment that shapes and effectively executes acquisitions within their purview.

The emphasis is on teamwork, trust, common sense and agility. These stakeholders are responsible for the acquisition throughout the life of the requirement, instituted under the authority of the senior leadership. Every representative within the multi-functional team brings to the team their unique level of expertise. The following members will participate in the performance management of this specific contract. The names of the multi-functional team members for this task order are listed below.

a. The COR Supervisor/Functional Director (FD): Has overall responsibility for identifying mission essential services and developing the necessary documents in accordance with DoD Instruction 3020.37, Continuation of Essential DoD Contractor Services During Crisis, assigning primary and alternate Contracting Officer Representatives (COR) who will be available full time or as warranted by the procurement cycle, and reviewing contractor performance documentation on a regular basis to ensure performance is compatible with contract and mission objectives while supporting a higher level of contractor performance, and fostering synergistic partnerships. The FD is the primary liaison between the Contracting Officer (CO) and the COR. The FD is responsible for assisting in the preparation of requirements documents providing customers with a single contact point, monitoring the contractor’s overall performance on all assigned contracts, task orders and initiating contract changes and other supporting documentation.

b. Contracting Officer (CO): Has overall responsibility for overseeing the contractor’s performance. The CO, through an assigned COR, monitors the contractor’s performance in the areas of contract compliance, contract administration, cost control, reviewing the COR assessment of the contractor’s performance; and resolving all differences between the COR version and the contractor’s version of events. The CO is the only person with the authority to direct the contractor in the performance of his duties under the contract and to make interpretations of and changes to the contract. The CO and FD share joint responsibility in facilitating the multi-functional team meetings.

c. Contracting Officer Representative (COR): Has the responsibility for the technical monitoring of the contractor’s performance and assessing, recording, and reporting on the contractor’s compliance with the terms and conditions of the contract. Each COR will insure their availability to receive mandatory training prior to performing contractor surveillance. Each COR will maintain surveillance documentation, and notify the COR Supervisor/Functional Director (FD), through the CO, of any significant performance deficiencies, and recommend improvements to the QASP and PWS throughout the life of the contract.

d. Quality Assurance Program Coordinator (QAPC): Has the responsibility for overseeing COR surveillance activity. The QAPC is responsible for providing mandatory QAPC led training and COR training certificates to CORs. The QAPC is also responsible for training the Functional Commander/Functional Director who assigns COR duties to technical personnel.

e. Contractor: Has the responsibility for complying fully with the terms and conditions of the contract, participating as a member of the multi-functional team in the post-award management phase, maintaining and implementing a Quality Control Plan (QCP) at the level that compliments the performance plan, insuring that non-conforming contract services are identified, and corrected. When necessary, the contractor will revise the QCP to prevent recurrence. The contractor will submit to the Government services that conform to the contract requirements and recommended changes to the contract that will provide more effective operations or eliminate unnecessary costs.

6. Strategy for Assessing Contractor Performance: The contractor will be monitored and assessed for this service throughout the period of performance. The COR will perform an assessment of the service. The assessment will be forwarded to the Sagamore Hill Grounds CO.

When a discrepancy in the contractor’s performance occurs, the COR will notify the CO. The CO will engage the contractor to resolve the discrepancy. The Government will ensure each and every COR will receive training prior to assuming duties of a COR.

7. Methods of Assessment: This contract is a Performance Based Service Contract. Methods of assessment, as listed below, will be utilized.

a. Periodic Surveillance: These items are inspected using periodic surveillance (daily, weekly, monthly, quarterly, etc.) as determined by the COR. The results of the periodic surveillance inspections may be used as the basis for actions (other than payment deductions) towards the contractor. In such cases, the Inspection of Services clause becomes the basis for the contracting officer’s actions. Periodic inspections may be conducted via site visits to verify progress on site or telephone calls with on-site representatives, review of the contractor reports and other deliverable documents.

b. Random Sampling: Random sampling is an appropriate method for recurring tasks.

Initially, the COR will evaluate randomly selected samples of the activity to determine the acceptability of the entire requirement. This method of surveillance reduces the time COR must spend on surveillance duties, and yet it still gives a reasonably accurate picture of a service's overall acceptability. The random sampling method is statistically based and assumes the government receives acceptable performance by the contractor if a given percentage or number of scheduled inspections is found to be acceptable. The results of the inspection will determine the government's next course of action. For example, if performance is marginal or unsatisfactory, the Government will document that inspection finding and begin corrective action. If performance is acceptable, the Government will document the finding as well and may reduce the sample size or sampling frequency. The contractor does not know in advance when the random samples will be taken.

c. 100% Inspection: The COR will inspect and evaluate the contractor’s performance each time it is performed. The results of the contractor’s overall performance will then be evaluated to determine acceptability of the service provided.

8. SERVICE SUMMARY

Performance Objective

PWS

Para

Performance Threshold

Method of Assessment

SS1:Maintain improved grounds to required standards

1.3.2 95% of the time Visual inspection Periodic Surveillance Customer Complaint

SS 2: Remove snow and ice in accordance with required standards

1.2

95% of the time. Visual inspection Periodic Surveillance Customer Complaint

SS 3: Maintain tree- lined area to required standards

1.3.4 95% of the time Visual inspection Periodic Surveillance Customer Complaint

9. Performance Status Notification: The COR will ensure the FD/CO is continually informed of contract performance status. The FD/CO should also be informed of any contract discrepancies noted during COR surveillance.

10. Discrepancy Reporting: The COR will notify the FD/CO of any discrepancies noted during the COR’s surveillance. This notification is for discrepancy correction only and does not indicate concurrence to the discrepancy. The COR will also notify the FD/CO of all discrepancies noted during the surveillance.

11. Remedies for Unacceptable Performance: In accordance with the contract Inspection of Services clause, if any of the services do not conform to contract requirements; the Government may require the Contractor to perform the services again in conformity with contract requirements, at no increase in contract amount. This includes but is not limited to termination of Contractor personnel and recruitment of substitute personnel that are equally qualified within established timeframes. When the defects in services cannot be corrected by re-performance, the Government may:

a. Require the Contractor to take necessary action to ensure that future performance conforms to contract requirements; and

b. Reduce the contract price to reflect the reduced value of the services performed.

c. If the contractor fails to promptly perform the services again or to take the necessary action to ensure future performance in conformity with contract requirements, the Government may

i. By contract or otherwise, perform the services and charge to the contractor any cost incurred by the Government that is directly related to the performance of such service; or

ii. Terminate the contract.

12. Certification of Services: Certification of services is performed by the COR via Wide Area Work Flow (WAWF) system. At the end of each billing period, service provider inputs invoice information in the WAWF system. WAWF automatically notifies appropriate COR via email of pending invoice. COR accesses WAWF and verifies accuracy of service provider’s data. If data is correct, COR certifies invoice and payment is conducted by Defense Finance Accounting System (DFAS). If COR encounters errors in service provider’s invoice, COR consults with on site manager to mutually rectify data. If service provider disagrees with COR, the issue will be forwarded to the CO for resolution.

13. Initial Contract Review: The initial evaluation of contractor performance shall take place within 30 calendar days after the contractor assumes full performance responsibilities (i.e. after completion of transition/mobilization) to ensure the contractor has successfully started performance, completed transition, is fully operational, and is within the estimated cost, schedule, and performance parameters of the contract:

TECHNICAL: Assess the contractor’s conformance to contract requirements, specifications, and standards of good workmanship (e.g., commonly accepted technical, professional, environmental, safety, or health standards).

SCHEDULE: Assess the timeliness of the contractor against contract requirements, task orders, milestones, delivery schedule, and administrative requirements (e.g., efforts that contribute to or affect the schedule variance).

MANAGEMENT/PERFORMANCE: Assess the integration and coordination of all activity needed to execute the contract.

STAFFING: Assess the contractor’s performance in selecting, retaining, supporting, and replacing personnel, as necessary.