P01 Energy Boiler Audit QASP.docx

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

For: Energy Audit and Evaluations of Boiler, Deaerator, and Condensate Tank for Veteran Affairs Medical Centers in Veterans Integrated Service Network (VISN) 04 Contract Number: TBD Contract Description: The VISN 04 VA Medical Centers has a need to obtain technical, analytical, and strategic support to perform an energy audit as well as engineering evaluation of boiler, deaerator, and condensate tank reliability/life expectancy.

Contractor’s name: TBD

1. PURPOSE

This QASP provides a method to evaluate performance and will explain the following:

· What will be monitored?

· How monitoring will take place?

· Who will conduct monitoring?

· How monitoring efforts and results will be documented?

This QASP does not detail how Contractor accomplishes the work. Rather, the QASP is created with 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:

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 assure 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.

VISN 04 Contracting Officer’s Technical Representative (VCOR): The VCOR has authority to provide direction to Contractor if within scope of the contract, does not constitute a change to the contract, and has no funding implications. The VCOR liaisons between the Contracting Officer (CO), the Facility Contracting Officer Representative (FCOR), and the Contractor. The VCOR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf.

Facility COR (FCOR): The FCOR which are the VISN 04 VA Medical Centers Energy Managers and Facility Chiefs are responsible for technical administration of the contract and shall assure proper Government surveillance of the contractor’s performance. The FCOR shall keep a quality assurance file. The FCOR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf.

3. CONTRACTOR REPRESENTATIVES

Contractor must provide contact information for the Contractor’s Project Manager to all Facility Chief/Energy Managers and alternates to the Contracting Officer (CO) and applicable FCOR as presented in this QASP.

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 will use these standards to determine Contractor performance and will compare Contractor performance to the acceptable quality level (AQL).

5. INCENTIVES

The Government will report performance through Contractor Performance Assessment Reporting System (CPARS). The report will be based on the Contractor meeting or not meeting performance standards.

6. METHODS OF QA SURVEILLANCE

Various methods exist to monitor performance. The VCOR shall use the surveillance methods listed below in the administration of the QASP.

Direct Observation: Can be performed periodically or through 100% surveillance

Validated User/Customer Complaints: Feedback and complaints submitted to Energy Managers and Facility Chiefs will be investigated to determine if valid or invalid.

Boiler, Deaerator, and Condensate Tank Testing Section

Boilers, Deaerators, and Condensate Tank Report Requirements Section

Other Personnel Considerations Section

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:

Exceptional = Exceeds standards Satisfactory = Meets standards Unsatisfactory = Fails to meet standards

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

Unsatisfactory Performances: When unsatisfactory performance occurs, the FCOR will inform the Contractor as well as documenting the issue on the report, giving the Contractor an opportunity to address the concerns and to fix any issues. This report will be shared with the Contractor.

When the FCOR determines formal written communication is required, the FCOR shall prepare a Contract Performance Report (CPR) and present it to the contractor's program manager with a copy to the Contracting Officer.

The contractor shall acknowledge receipt of the CPR in writing. The CPR will specify if the contractor is required to prepare a corrective action plan (CAP) to document how the contractor shall correct the unacceptable performance and avoid a recurrence.

The CPR will also state how long after receipt the contractor must present this CAP to the FCOR. The Government shall review the contractor's corrective action plan to determine acceptability.

The Facility Chief/Energy Manager must acknowledge receipt of the CPR in writing by signing a copy of the CPR.

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

The CO will assure the Contractor receives impartial, fair, and equitable treatment. The CO is ultimately responsible for the final determination of the adequacy of the contractor’s performance.

8. DOCUMENTING PERFORMANCE

Contract Performance Report (CPR): Unsatisfactory performance notification may be verbal or written depending on the severity. The FCOR determines the method of notification. Written notification will be accomplished by completing the CPR. The CPR must be presented to the Contractor’s Project Manager or alternate and to the VCOR and CO.

Corrective Action Plan (CAP): The FCOR may determine a CAP is required to resolve unsatisfactory performance. The Contractor must complete and return the CAP within time constraints the FCOR determines. CPRs requiring work stoppage resulting from unsafe conditions require a written CAP. The CAP remedy must be approved by the FCOR prior to work recommencement.

9. FREQUENCY OF MEASUREMENT

During contract performance, the FCOR (VISN 04 VA Medical Centers Energy Managers and Facility Chiefs) will periodically analyze whether the negotiated frequency of surveillance is appropriate for the work being performed.

The VCOR shall meet with the contractor weekly to assess performance and shall provide a written assessment.

10. QASP ACKNOWLEDGEMENT

Signed:

Signature – Contractor Name/Title Date

Signature – VISN 04 FCOR/Title Date

Signature – Altoona FCOR/Title Date

Signature – Butler FCOR/Title Date

Signature – Coatesville FCOR/Title Date

Signature – Erie FCOR/Title Date

Signature – Lebanon FCOR/Title Date

Signature – Philadelphia FCOR/Title Date

Signature – Pittsburgh FCOR/Title Date

Signature – Wilkes-Barre FCOR/Title Date

Signature – Wilmington FCOR/Title Date