36C10E19R0009-006.pdf

Quality Assurance Surveillance Plan (QASP)

Air Handler Replacement

Quality Assurance Surveillance Plan (QASP)

Air Handler Replacement

1 Vision

To replace all air handlers, associated valves, controllers and dampeners.

2 Mission

To successfully remove and replace all Air Handlers at the St Petersburg Regional Office. The importance of this project is to significantly enhance the air quality and control inside the Regional office with the replacement of twelve air handlers with the latest and greatest machinery available.

3 Purpose

This Quality Assurance Surveillance Plan (QASP) 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 be conduct the monitoring

How monitoring efforts and results will be documented

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

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.

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.

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

4 Authority

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

5 Roles and Responsibilities

The following personnel shall oversee and coordinate surveillance activities.

5.1 Program / Project Manager

The PM provides primary program oversight, nominates the COR, ensures the COR is trained before performing any COR duties and supports the COR's performance assessment activities. While the PM may serve as a direct conduit to provide Government guidance and feedback to the Contractor on technical matters, they are not empowered to make any contractual commitments or any contract changes on the government's behalf.

Assigned PM: William Reber

Organization or Agency: St Petersburg Regional Office 317

Telephone: 727-319-5999

Email: william.reber@va.gov

5.2 Contracting Office (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

KO shall also ensure that the contractor receives impartial, fair, and equitable treatment under this contract.

Determine and document the final assessment of the contractor's performance in the governments past performance tracking system.

Assigned CO: Jeffrey Reed

Organization or Agency: VA Central office

Telephone: 215-906-5468

Email: jeffrey.reed@va.gov

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/surveillance process. The COR shall keep a Quality

Assurance file that accurately documents the contractor's actual performance. The purpose is to ensure that the contractor meets the performance standards contained in the contract. The COR is responsible for reporting early identification of performance problems to the CO. The COR is required to provide an annual performance assessment to the CO which will be used in documenting past 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 behalf.

5.4 Other Key Government Personnel

Because of the hours and days of this project I will have the following CORS as assistants at certain times during this project:

Aaron VanDam

Danny Wert

Dennis Ecord

Randie Cupp

Christopher Roberts

5.5 Contractor Representatives

The following employees of the contractor serve as the contractor's Program Manager and Task Manager for this contract. (Complete this section after the contract award)

Program Manager - <upon award, enter name>

Telephone: <enter number>

Email: <enter address>

Task Manager - <upon award, enter name>

Telephone: <enter number>

Email: <enter address>

Other Key Contract Personnel - <upon award, enter name or delete these lines if not applicable>

Title: <enter title>

Telephone: <enter number>

Email: <enter address>

6 Contract Surveillance

The goal of the QASP is to ensure that contractor performance is effectively monitored and documented.

The COR's contribution is their professional, non-adversarial relationships with the CO, PM and the contractor, which enables positive, open and timely communications. The foundation of this relationship is built upon objective, fair, and consistent COR evaluations of contractor performance against contract requirements. The COR uses the methods contained in this QASP to ensure the contractor is in compliance with contract requirements. The COR function is responsible for a wide range of surveillance requirements that effectively measure and evaluate the contractor's performance. Additionally, this QASP is based on the premise that the contractor, not the government, is responsible for management and QC/QA actions to successfully meet the terms of the contract.

6.1 Surveillance Matrix

The Surveillance Matrix (Attachment 1) is the list of performance objectives and standards that must be performed by the contractor. This matrix 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.

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 element standards. The PRS should be used to form the foundation of the COR's inspection checklist.

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

Performance

Rating

Criteria

Excellent /

Outstanding

Performance meets contractual requirements and exceeds many to the government’s benefits. The contractual performance of the element or sub-element being assessed was accomplished with no problems and contractor actions were highly effective.

Very Good Performance meets contractual requirements and exceeds some to the government benefits. The contractual performance was accomplished with few minor problems for which corrective actions taken by the contractor were effective.

Good Performance meets contractual requirements. The contractual performance contains some minor problems for which corrective actions taken by the contractor were satisfactory.

Marginal Performance does not meet some contractual requirements. The contractual performance reflects a serious problem for which the contractor has not yet identified corrective actions. The contractor’s proposed actions appear marginally effective or were not fully implemented.

Unsatisfactory Performance does not meet most contractual requirements and recovery is not likely in a timely manner. The contractual performance contains serious problem(s) for which the contractor’s corrective actions appear or were ineffective.

Appendix 1 - Surveillance Matrix

Statements Standards/AQLs Inspections Ratings

3.1

Phase 1 Pre-construction

3.1.1

Osha Safety Training .

Deliverables:

A004 OSHA Training Certificates

a) 30hrs of training for supervisors and 10 hrs. for laborers

AQL: 100%

What: Training certificates

Standard(s): Inspection applies to all standards

3.1.2

Obtain all materials and permits .

a) Compliant with all federal, state and county laws and regulations.

3.1.3

Staging of dumpster and temporary air handler unit and misc. tools and equipment .

a) In compliance and coordinated with

COR.

3.1.4

Provide a work breakdown schedule .

a) WBS

3.1.5

Information Assurance and Security awareness training.

3.2

Phase 2 Demolition & Construction

3.2.1

Removal of air handlers

a) Remove and replace each air handler and associated ductwork, valves and controllers.

AQL: 100%

What: The removal of each air handler

3.2.2

Install new air handlers

a) Install each air handler

What: The installation of each air handler

3.2.2.1

Install new valves on chiller lines.

a) All valves will be graphically displayed on the on existing metasys BAS.

AQL: Valves can be monitored and manipulated by HVAC technicians via metasys.

What: Each butterfly valve

3.2.2.1.1

Install new Metasys graphic controllers for

Air handlers.

a) Install the latest version of metasys graphic controllers.

What: The installation and operation of the new controllers

3.2.3

Clean Associated Ductwork

3.2.4

Paint mechanical room walls .

a) Must be performed after hours and use zero VOC paint

AQL: Cannot smell paint after rooms have been painted.

3.3

Phase 3 post construction

3.3.1

Walk Through and punch list.

a) Contractor corrects all faults identified on joint punch list.

AQL: Corrections made within 48hrs.

3.3.1.1

Copies of OEM manuals, warrantees, commissioning.

a) Contractor provides two hard copies and one digital copy of all OEM manuals for each unique piece of equipment provided, i.e., AHUs, NAEs, FECs EFMs, etc.

AQL: OEM manuals provided prior final invoice submission.

Appendix 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

Appendix 3 - Customer Complaint Record

CUSTOMER COMPLAINT RECORD

DATE/TIME OF COMPLAINT

SOURCE OF COMPLAINT

ORGANIZATION

BUILDING NUMBER

INDIVIDUAL

PHONE NUMBER

NATURE OF COMPLAINT

CONTRACT REFERENCE

VALIDATION

DATE/TIME CONTRACTOR INFORMED OF COMPLAINT

ACTION TAKEN BY CONTRACTOR

RECEIVED/VALIDATED BY

Appendix 4 - Performance Assessment Report (PAR)

PERFORMANCE ASSESSMENT REPORT (PAR)

(If more space is needed, use reverse and identify by number)

1. CONTRACT/TASK ORDER NUMBER 2. CONTRACTOR 3. TYPE OF SERVICES

4. QUALITY ASSURANCE PERSONNEL (COR) SIGNATURE AND DATE

5. COR PHONE 6. SUSPENSE DATE

I. PERFORMANCE

7. DEFICIENCY (CHECK ALL BOXES THAT APPLY)

NEW

REPEAT

NO DEFICIENCY NOTED

8. SERVICES SUMMARY or PWS PARAGRAPH ITEM REVIEWED

9. BRIEF DESCRIPTION OF DEFICIENCY (IF DEFICIENCY BOX WAS

CHECKED)

10. DETAILED PERFORMANCE ASSESSMENT

II. CONTRACTOR VALIDATION

11. CONTRACTOR REPRESENTATIVE CONCUR NON-

CONCUR

12. CORRECTIVE ACTION ESTIMATED COMPLETION DATE

13. CONTRACTOR REPRESENTATIVE CORRECTIVE ACTION AND PREVENTION OF RECURRENCE OR REASON FOR NON-

CONCURRENCE OF COR CITED DEFICIENCY

III. ACTION CORRECTED

14. CONCUR NON-CONCUR COR SIGNATURE AND DATE

15. COR REMARKS (REQUIRED)

6. CONTRACTOR REPRESENTATIVE REMARKS