2026-05-13_QASP_WNY_Chute and Barrier INSP.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

For: Batavia & Buffalo Veterans Affairs Medical Center (VAMC) Gravity Chute, Fire & Smoke Barrier, and Fire & Smoke Door Inspection Contract.

Contract Number: TBD Contract Description: The Contractor shall be able to provide services for the Gravity Chutes, Fire & Smoke Barriers, and Fire & Smoke Doors at the Batavia and Buffalo VAMCs per the Performance Work Statement (PWS), for the period of July 01, 2026 – June 30, 2027, with the provision four (4) option years.

Contractor's name: TBD (hereafter referred to as the Contractor).

1. PURPOSE:

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.

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

2. GOVERNMENT ROLES AND RESPONSIBILITIES:

The following personnel shall oversee and coordinate surveillance activities.

a. Contracting Officer (CO) - The CO 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 CO shall also ensure that the Contractor receives impartial, fair, and equitable treatment under this contract. The CO is ultimately responsible for the final determination of the adequacy of the Contractor's performance.

Assigned CO: Christopher Weider Assigned CS: Yasmin Moses

Organization or Agency: Department of Veterans Affairs, RPO East., NCO 2 Contracting Office

b. Contracting Officer's Representative (COR) - The COR is responsible for technical administration of the contract and shall ensure proper Government surveillance of the Contractor's performance. The COR shall keep a quality assurance file. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government's behalf

Assigned COR: Robert F. Snyder Jr.

c. Other Key Government Personnel:

Alternate COR: Jerome F. Okonzak III

3. CONTRACTOR REPRESENTATIVES:

The following employees of the Contractor serve as the Contractor's program manager for this contract.

a. Program Manager: TBD

b. Other Contractor Personnel: TBD

4. PERFORMANCE STANDARDS:

Performance standards define desired services. The Government performs surveillance to determine if the Contractor exceeds, meets, or does not meet these standards. The Government shall use these standards to determine Contractor performance and shall compare Contractor performance to the Acceptable Quality Level (AQL).

5. INCENTIVE:

The incentive for all tasks will be the exercising of option periods and past performance reporting.

Task ID Indicator Performance

Standard Method of

Surveillance

Gravity Chute Inspection and Repair Services.

Monthly inspections are performed and documented in accordance with

PWS.

Inspections documented and reports provided to COR as required by PWS. 100% compliance required.

Direct Observation and 100% Inspection of reports.

Chutes are maintained and repaired in accordance with PWS.

Contractor maintains and completes repairs as specified in PWS. COR shall spot check door and lock operations. >90% compliance required.

Periodic Inspection and User Survey

Fire & Smoke Barrier Inspection and Repair Services.

Annual inspections are performed in accordance with NFPA standards and

PWS.

Inspections documented and reports provided to COR as required by PWS. 100% compliance is required.

Direct Observation and 100% Inspection of reports.

All deficiencies found (if any) during inspections are identified, documented, and quoted for repair.

Inspections reports to be reviewed by COR for completeness. >95% compliance is required.

Direct Observation and Random Sampling.

Fire Door Inspection and Repair Services.

Annual inspections are performed in accordance with NFPA standards and

PWS.

Inspections documented and reports provided to COR as required by PWS. 100% compliance is required.

Direct Observation and 100% Inspection of reports.

All deficiencies found during inspections are identified, documented, and quoted for repair.

Inspections reports to be reviewed by COR for completeness. >95% compliance is required.

Direct Observation and Random Sampling.

Record Maintenance

Inspection and repairs documented as specified in PWS.

Reports reviewed by COR for completeness, COR will inspect repairs. >95% compliance required.

Periodic Inspections and 100% Inspection of reports

Written report upon completion of service.

Reports reviewed by COR for completeness, COR will inspect repairs. >95% compliance required.

Analysis of Contractor's progress reports.

Performance

Inspections are completed as required. COR shall review inspection schedule and compare it with completed reports to ensure work is complete. 100% compliance required.

100% Inspection.

Emergency Response COR will note time of arrival after emergency call-in is initiated.

>95% compliance required.

Direct Observation.

Safety

Contractor is taking precautions to ensure no injuries or damage occur.

COR will spot check work locations and work with safety to ensure there have been no complaints lodged against the Contractor. 100% compliance required.

Direct Observation and Periodic Inspection.

Compliance with safety standards. No stop-work orders issued against Contractor for unsafe working conditions. 100% compliance required.

Direct Observation.

6. METHODS OF QA SURVEILLANCE:

Various methods exist to monitor performance. The COR shall use the survei1lance methods listed below in the administration of this QASP.

a. DIRECT OBSERVATION: (Can be performed periodically or through 100% surveillance.)

b. PERIODIC INSPECTION: (Evaluates outcomes on a periodic basis. Inspections may be scheduled [Daily, Weekly, Monthly, Quarterly, or Annually] or unscheduled, as required.)

c. USER SURVEY: (Combines elements of validated user complaints and random sampling. Random survey is conducted to solicit user satisfaction. May also generate inspections and sampling.)

d. 100% INSPECTION: (Evaluates all outcomes.)

e. PERIODIC SAMPLING: (Variation of random sampling. However, samples are only taken when a problem/deficiency is suspected. Sample results are applicable only for the specific work inspected. Since sampling is not entirely random, it cannot be applied to total activity performance.)

f. RANDOM SAMPLING: (Designed to evaluate performance by randomly selecting and inspecting a sample of cases.)

7. RATINGS:

Metrics and methods are designed to determine if performance exceeds, meets, or does not meet a given standard and acceptable quality level. A rating scale shall be used to determine a positive, neutral, or negative outcome.

The following ratings shall be used:

PASS - Met the standard FAIL - Did not meet the standard

8. DOCUMENTING PERFORMANCE:

a. ACCEPTABLE PERFORMANCE:

The Government shall document positive performance; any report may become a part of the supporting documentation for any contractual action.

b. UNACCEPTABLE PERFORMANCE:

When unacceptable performance occurs, the COR shall inform the Contractor. This will normally be in writing unless circumstances necessitate verbal communication. In any case the COR shall document the discussion and place it in the COR file.

When the COR determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR) and present it to the Contractor's program manager.

The Contractor shall acknowledge receipt of the CDR in writing. The CDR will specify if the Contractor is required to prepare a corrective action plan to document how the Contractor shall correct the unacceptable performance and avoid a recurrence. The CDR will also state how long after receipt the Contractor has to present this corrective action plan to the COR. The Government shall review the Contractor's corrective action plan to determine acceptability.

Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the CO.

9. FREQUENCY OF MEASUREMENT:

a. Frequency of Measurement.

During contract performance, the COR will periodically analyze whether the negotiated frequency of surveillance is appropriate for the work being performed.

Signature – Contractor Program Manager

Signature – COR