36C24120Q0241-005.docx

Quality Assurance Surveillance Plan

For

QEI Elevator Inspection Services (CT)

Date: 20 March 2020

For Information Only: This surveillance plan is not part of the solicitation, nor will it be made part of any resulting contract or provided to the contractor.

1.0 Background

The contractor shall provide annual and emergency QEI elevator inspection services at the West Haven and Newington CT VAMC. Services shall include QEI inspection and certification of thirty-nine (39) elevators/lifts.

2.0 QASP 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. It has been developed to evaluate contractor performance while implementing the performance objectives of the Performance Requirement Summary (PRS). The QASP is based on the premise that the Government desires to maintain a quality standard for the service/goods required and that a contract to provide this service/good is the best means of achieving that objective.

It provides a systematic method to evaluate the services/goods the contractor is required to furnish. The surveillance/evaluation methods identified in the QASP, in concert with the Contractor’s Quality Control Plan (if applicable) will assure the Government of satisfactory contractor performance.

The QASP is a living document and should be revised or modified as circumstances warrant throughout the contract period. Following contract award, this document shall be reviewed by the Contracting Officer’s Representative (COR)/Point of Contact (POC) to ensure that it will work cooperatively with the contractor’s quality control plan, but not duplicate its provisions.

The contractor and not the Government is responsible for management and quality control actions to meet the terms of the contract. 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.

3.0 Authority

Authority for issuance of this QASP is provided under Federal Acquisition Regulation Part 46 and the 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 such as a COR or POC.

Assigned Contracting Officer: Jerry Choinski Organization or Agency: Veterans Health Administration NCO 1 Telephone: (203) 932-5711 x6613 Email: Jerry.Choinski@va.gov

4.2 The COR is responsible for providing continuous technical oversight of the contractor’s performance. The COR will have the primary responsibility for completing the quality assurance monitoring forms that will be used to document the inspection and evaluation of the contractor’s performance. These documents shall be maintained in a file by the COR. 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 CONTRACTING OFFICER. If required, the COR will provide an annual performance assessment to the CONTRACTING OFFICER which will be used in documenting past performance. The COR is not empowered to make any contractual commitments or to authorize any contractual change on the Government’s behalf. All CORs shall be officially nominated in the CORT Tool and use the CORT Tool for submitting monthly reports and any other documentation relating to the contractor’s performance.

Assigned COR/POC: Jose Sousa Organization or Agency: Engineering, VAMC, CT Telephone: (203) 932-5711 x5756 Email: Jose.Sousa@va.gov

5.0 Performance Requirements and Method of Surveillance

5.1 Contract Surveillance. The goal of the QASP is to ensure that contractor performance is effectively monitored and documented. The COR's/POC’s contribution is their professional, non-adversarial relationships with the CONTRACTING OFFICER and the contractor, which enables positive, open and timely communications. The foundation of this relationship is built upon objective, fair, and consistent COR/POC evaluations of contractor performance against contract requirements.

5.2 Performance Requirements Summary (PRS). The contractor’s service requirements are summarized into performance objectives that relate directly to mission essential items and contractual requirements. Performance objectives define the desired outcomes. Performance standards define the level of service required under the contract to successfully meet the performance objective. The method of surveillance defines how, when, and what will be assessed in measuring performance along with who will perform the assessment. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success. The PRS should form the foundation of the COR’s/POC’s inspection checklist.

Performance Objective

Method of Surveillance

PRS # 1.

The contractor shall provide annual inspection services (PWS para 4.1) The contractor provided testing and certification in accordance with American Society of Mechanical Engineers, ASME A17.1, and ASME A17.2, ASME A17.3.

PRS #2

QEI Inspector is available for emergency inspection services within one week of notification (PWS par 4.5)

5.3 Surveillance Procedures

5.3.1 The COR/POC will inspect task performance by either watching actual performance, physically checking an attribute of the completed task, or otherwise inspecting the task or its results to determine whether or not the performance meets the standards contained in the contract.

5.3.1.1 100% Inspection. This is an inspection method whereby all outputs are monitored. This method provides the best indication of contractor performance and the most documented basis for taking contract payment actions. However, it requires extensive COR/POC resources, and therefore, is not practical for most service requirements. 100% inspection is preferred when the requirement is so critical that nonperformance would pose a direct risk to the safety of personnel or property, or when the work occurs infrequently and the output population is small.

5.3.1.2 Periodic Surveillance. The COR/POC will inspect the contract requirements monthly using the periodic surveillance method. This may also be accomplished in different periodic timetables (bi-weekly, quarterly, etc.). The COR/POC will also review contract data requirements listings as they are submitted to the Government. This method, sometimes called “planned inspections,” consists of the evaluation of tasks selected on other than 100% or random basis. It may be appropriate for tasks that occur infrequently, and where 100% inspection is neither required nor practicable. A predetermined plan for inspecting part of the work is established using subjective judgment and analysis of agency resources to decide what work to inspect and how frequently to inspect it.

5.3.1.3 Random Sampling. Appropriate for frequently recurring tasks. Evaluate randomly selected samples of the lot to determine the acceptability of the entire lot. With random sampling, deliverables are sampled to determine if the level of performance is acceptable. Random sampling works best when the number of instances in which the supplies or services is very large, such as frequently recurring tasks, allowing a statistically valid sample to be obtained. The advantage is that the results can be projected to the lot, without inspecting the entire lot.

6. Performance Reporting

6.1 The COR will use the criteria listed below when rating the contactor’s quality of work. In the contactor’s quality of work comment box the COR will include a summary of inspections performed, summary of customer complaints, summary of contract discrepancies, recommended adjustments to surveillance, and any other pertinent contract activities. In the individual question comments box, the COR will include a detailed summary of observations as it pertains to the individual question.

Contractors Quality Of Work FAR 42.15,Table 42-1 Evaluation Ratings Definitions Contractor quality of work ratings and criteria are described below:

Performance Rating Criteria

6.2 Contractor Performance Assessment Reporting System (CPARS). Items that are surveyed IAW this QASP should be used as input to the CPARS. The COR will complete the CPARS report annually or at the end of a contract or task order, whichever occurs first.

7.0 Certification of Services/Goods

The COR/POC is required to accept contractor services/goods and determine payments due. At the completion of each contract payment period (usually monthly), the COR/POC will certify services/goods actually received under the contract by accepting the contractor’s invoice. A declining balance sheet shall be maintained with each invoice/payment.

80.0 Revisions to QASP

Revisions to this surveillance plan are the responsibility of the COR/POC with notification sent to the contracting officer. The QASP is a living document and, as such, may be changed as needed. However, the contracting officer must approve changes. The COR/POC will submit recommended changes to the contracting officer for approval.