Attachment_2_-_PWS-QASP-PRS.pdf

United States Coast Guard

Performance Work Statement

(PWS)

FOR

Waste Water Treatment Services US Coast Guard Training Center (TRACEN)

Petaluma, CA

Attachment 2

Performance Work Statement for Waste Water Treatment Services at USCG Training Center (TRACEN) Petaluma, Petaluma, CA

1.0 INTRODUCTION

The Coast Guard is procuring Waste Water Treatment Plant Operation Services as described in the following paragraphs for the Coast Guard Training Center in Petaluma, CA. The Performance Work Statement (PWS) is in coherence with the direction in which the Coast Guard is procuring contracts to ensure consistent performance and be result-oriented.

2.0 BACKGROUND

2.1. Mission: The Coast Guard Training Center Petaluma is seeking a contract to provide personnel, transportation, operation, maintenance, testing, monitoring, and other items or services (except as stated herein) necessary to perform waste water treatment plant services to maintain a safe, clean and healthy environment for all the residents, military/civilian personnel and members of the general public. To accomplish this mission, it is essential that the properties and facilities of the CG Training Center Petaluma specified herein have qualified waste water treatment plant services as required. Under this order, the contractor will independently provide support services to satisfy the overall operational objectives of the Wastewater Treatment Plant under the Maintenance Branch Most Efficient Organization (MEO), Engineering Division, U.S.

Coast Guard Training Center, Petaluma, California. The primary objective is to provide contractor services and deliverables through performance of wastewater treatment plant operator support services. Contractor serves as an Operator-in-Charge with responsibility for the overall operation of the wastewater treatment plant, including compliance with effluent limitations established in the waste discharge permit.

Contractor is responsible and accountable for compliance with all regulatory and legal requirements.

2.2. Hours of Operation: Services shall be provided daily from 0700-1530 (30 minutes of which is authorized lunch time) SEVEN days per week, including Saturday and Sunday (minimum services performed on Saturday and Sunday shall include performing specific daily monitoring and analytical services described in paragraph 5.3), unless specifically stated otherwise in this PWS. Site access is available via a gate at the entrance to the plant on Colorado Avenue on base 24 hours a day / 7 days a week; gate is locked after hours. The contractor shall remain on-site for the sufficient time to meet the requirements of routine operations, maintenance, and daily testing services. Contractor may be required to return to work afterhours to correct discrepancies or respond to wastewater treatment plant process failures through an automated call out system.

2.3. Facility Type: This procurement consists of locations within the boundaries of the Coast Guard Training Center Petaluma, which consist of an activated sludge wastewater treatment plant with a peak wet weather flow of 3.036 million-gallons per day (MGD), and an average dry weather flow of 0.197 MGD, with secondary and tertiary treatment and discharge. The plant consists of the headworks including flow monitoring and automated screening and grit removal; a flow equalization basin; secondary treatment facilities consisting of an activated sludge system with biological nutrient removal (BNR);

spray irrigation (land application wastewater); solids processing and handling (chemical conditioning); chlorine disinfection facilities utilizing sodium hypochlorite. BNR is accomplished using sequenced aeration in a series of aeration tank compartments;

proper sludge processing, handling and management of storage facilities consisting of a belt filter press housed in an enclosed building and 6 bays of redundant dewatering facilities and storage. Tertiary treatment facilities consist of coagulation, filtration, and ultra-violet light disinfection.

3.0 SCOPE

3.1. Requirements Summary: The Contractor shall provide all personnel, transportation, operation, maintenance, testing, monitoring, and other items as described herein. The service requirements and performance objectives relate directly to mission essential items as identified in the PWS, the Contractor’s Quality Control Plan (QCP) and the Government Monitoring Functions providing for the highest level of service delivery performance critical to mission success. The contractor shall use the PWS, as well as the approved QCP to accomplish the functions/tasks generated for this effort as identified in Paragraph 5, Technical Requirements, of the PWS.

3.2. Service Call/After Hours Work: Contractor personnel may be required to correct discrepancies or respond to wastewater treatment plant process failures through an automated call out system after hours. Response time for these events will require the contractor to be on-site within two (2) hours of notification.

4.0 APPLICABLE DOCUMENTS

4.1. The Contractor shall comply with all applicable federal, state, local and municipal laws, regulations and requirements; all industry standards/references; and, all Government and Coast Guard Regulations, attachments and exhibits listed in the table below applicable to the performance of the contract and to contractor personnel. The contractor shall instruct and guide its employees regarding any directives provided by the Coast Guard.

4.2. The Government will provide all publications listed upon request. Supplements or amendments to listed publications may be issued during the life of the contract. The Contractor shall immediately implement those changes, which result in a decrease, or no change in the contract price. Upon completion of the contract, the Contractor shall return to the Government all issued publications and any unused forms.

Publication Number Title Provided

COMDTINST M4500.5

(series)

Property Management Manual As necessary

COMDTINST M5100.47

(series)

Safety and Environmental Health Manual

As necessary

COMDTINST M6000.1

(series)

Coast Guard Medical Manual As necessary

COMDTINST M1020.6

(series)

Coast Guard Uniform Regulations As necessary

COMDINST M11000.7 Facilities Energy Manual As necessary

COMDTINST M5530.l Physical Security and Force Protection

As necessary

5.0 TECHNICAL REQUIREMENTS

5.1. The contractor will be responsible for the following: Routine operations and maintenance services, daily operations testing and monitoring; submitting samples for laboratory analysis. Performance requirements for these services include the following:

5.1.1. The contractor shall be on site during assigned work hours and meet the requirements of routine operations, maintenance services and daily testing.

5.1.2. Contractor has responsibility on a regular and recurring basis, for the overall operation of the plant, including daily inspections, operational maintenance and monitoring to comply with the North Coast Regional Water Quality Control Board Waste Discharge/Reclamation Requirements under the direction of the Chief Plant Operator.

Contractor Personnel will perform corrective and preventive maintenance associated with unit process operation per established procedures and schedules. Contractor is responsible and accountable for compliance with all regulatory and legal requirements.

5.1.3 Use standard laboratory practices for the proper collection, sampling, and preservation of wastewater samples. Perform physical, chemical and biological analyses per Standard Methods for the examination of wastewater. Interpret results and make required changes in physical/chemical controls per established procedures. Make visual observations of all unit processes, prepare records and update all plant operating logs.

5.1.4 Through tertiary treatment, ensure that the plant produces a high quality effluent in accordance with the waste discharge requirements by using the unit processes of wastewater treatment plant.

5.1.5 Utilize a Supervisory Control and Data Acquisition (SCADA) system to operate and maintain all equipment, instruments, and processes in coordinated fashion. Operate and maintain manual, pneumatic and electrically operated valves, chemical feed systems, flocculators, aerators, skimmers, telemetering, pneumatic and mechanical instrumentation, pumps, filters, clarifiers, nitrification reactors and other equipment used for treatment process control. Maintain proper process control following established procedures. Recognize process upsets and aberrant conditions taking decisive, immediate corrective actions to prevent mechanical, biological and physical chemical process failures that can cause a violation of the Regional Water Quality Board Permit or damage to any unit process and its appurtenances.

5.2. The Government will furnish all Supplies, Materials, and Chemicals and accessibility to Government-Furnished Equipment necessary for the operation of the wastewater treatment plant.

a. The Government will provide all necessary chemicals to conduct the required testing at the waste water treatment plant (to include, but not limited to: Buffer Reagent for PH, 4.00, 7.00, and 10.0, Total Chlorine Reagent, Total Alkalinity Reagent, Calcium Hypochlorite Tablets (CL2), Dechlorination Tablets (Sodium Sulfite). The Government will furnish the facilities equipment and testing equipment necessary for the performance of the contract (to include, but not limited to: PH meter, DO meter, Chlorine test kit, Alkalinity test kit).

b. The Government is responsible for all the mechanical and electrical equipment required to maintain the waste water treatment plant.

c. Except for those items specifically stated as Government-furnished property, the contractor shall furnish everything else required for the performance of this contract.

d. The Government will provide a designated area for the storage of supplies, materials and chemicals. The contractor shall maintain this area in a clean and organized manner.

e. The Government will provide contractor personnel with a shared office environment that includes a workstation, facsimile, telephone, copier and computer with restricted access to the Internet and Local Area Network (LAN).

f. The Government will provide contractor personnel with relevant software, hardware, materials, data, documentation and any other items necessary for performance of tasks as delineated within this statement of work.

5.3. Monitoring and Analytical Services: The contractor will perform specific monitoring and analytical services. Specific monitoring and analytical requirements includes but is not limited to:

TYPE QUANTITY

Flow 1 Measured Per Day

Dissolved Oxygen 1 Grab Per Day

CL2 Chlorine 1 Grab Per Day

PH Final Effluent 1 Grab Per Day

5.4. The Government is responsible for the environmentally acceptable removal and disposal of the sludge generated through the sewage treatment process.

5.5. The contractor will provide copies of employee’s licenses proposed to operate the plant. These persons must be approved by the state prior to any service performance under this contract.

5.6. Security: The contractor’s employees shall be uniformly dressed in a company marked uniform or have a visible photo ID on their person at all times while working at this project. Employees working after normal working hours must check in with the Officer of the Day (OOD). Work under this order is unclassified. The contractor shall comply with all applicable Department of Homeland Security regulations and procedures during the performance of this order. The contractor shall not disclose and must safeguard procurement sensitive information, computer systems and data Privacy Act Data and Government personnel work products that are obtained or generated in the performance of this order. If necessary, the contractor will be required to provide clearances for personnel requiring access to Government computers and workstations.

The contractor shall be responsible for assuring that contractor employees proposed of this PWS are suitable for employment and will meet Federal investigative standards; and certifications of investigative requirement from the Office of Personnel Management’s (OPM) Clearance Verification System (CVS), the Department of Defense’s Joint Personnel Adjudications Systems (JPAS) or other Federal Agencies will be accepted.

The Government will provide contractor personnel with identification badge (or other unique form of identification) upon successful completion of a Federal investigative process as required in accordance with Homeland Security Presidential Directive -12 (HSPD-12) or, in the event of a waiver, an ”interim” badge may be issued.

Both the Contractor as a whole and each individual under the contract must be enrolled into the current TRACEN Control Access Point, Identification Authentication program at the Contractors expense. Currently SureID, Inc. has been selected to implement RAPIDGate® and RAPIDRCx® to validate and screen personnel requiring access to TRACEN Petaluma. Visit http://www.rapidgate.com/ for enrollment information.

5.7. Vehicles: Any contractor-owned vehicle(s) used must meet established Coast Guard regulations (e.g. safety, insurance, etc.). The contractor is responsible for own transportation to and from work. Travel and other reimbursable expenses are not required.

5.8. Safeguarding Property: The contractor is responsible for safeguarding all Government property that they come in contact with during the performance of this contract. The contractor shall also be expressly responsible for safeguarding their property. At the close of each workday, facilities, equipment and supplies shall be secured.

5.9. Fire, Police and Emergency Contact Numbers: The COR will provide the numbers for the base rescue services to the contractor upon award.

5.10. The contractor shall identify and make recommendations to the COR of all facilities or equipment requiring repairs that are the responsibility of the Government so that a work order may be placed to complete the work.

5.11. Damages: The contractor shall be responsible for restoring any damaged property or equipment caused by the contractor. The restoration shall be to its original condition at no additional charge to the Government.

6.0 DELIVERABLES

The Contractor shall submit the following reports and other deliverables in accordance with the table below. The preferred method of delivery is email with any attachments generated in Microsoft Word/Excel or .PDF files.

Deliverables Frequency Copies To

Whom Date Required

Contractor/Employee contact List with name(s), telephone number(s) and address(s) As Needed One/ COR 10 days after Award

Certifications and Licenses As revised One/COR With Quotation

Quality Control Plan As revised

Two/COR and Contracting Officer 10 days after Award

Certificate of Insurance, required by FAR 52.228-5 Annually

One/ Contracting Officer With Quotation

Documentation of wastewater treatment plant operator support services performed

Once Every 2 Weeks;

confirmed

Two/COR and Contracting Officer semi-annually

NOTE: It is acceptable to submit a letter from the Insurance Company, not from the Contractor, stating a Certificate of Insurance will be provided upon contract award.

7.0 PERSONNEL REQUIREMENTS

7.1. General

The contractor shall manage the total work effort associated with the services required to assure fully adequate and timely completion of these services. Such management includes, but is not limited to, planning, scheduling, establishing and maintaining records and quality control. The contractor shall provide staff with the necessary management expertise to assure the performance of the required work; and, trained and experienced personnel who meet established standards to effectively perform the services required and who exhibit capability to perform with minimum supervision. The contractor shall submit copies of the employee’s licenses proposed to operate the plant in accordance with the North Coast Regional Water Quality Control Board. Removal or dismissal of employees, who are not fully able to perform the normally assigned duties or violate any security or health requirement, does not relieve the contractor of the requirement to provide sufficient personnel to adequately perform services required. The contractor shall provide contingencies for employees who are absent during their regular work hours; and, shall have in place a pre-approved replacement for the absentee employee within two hours of initial notification by the COR. All personnel, including contingencies, must maintain familiarity and skills currency with the Coast Guard wastewater treatment plant facility, so that they may perform the services of this contract with minimal orientation.

7.2. Personnel Requirements

a. Contractor Personnel shall possess a valid operator certificate of at least a grade 2 as issued by the California State Water Resources Control Board. Contractor is responsible for continual education requirements and development for certification renewal.

b. Wastewater Treatment - Contractor Personnel must have a thorough knowledge of the entire wastewater treatment system in order to locate problems and initiate corrective action to maintain adequate wastewater treatment under the direction of the Chief Plant Operator or higher grade operator in charge. Knowledge of primary, secondary and tertiary wastewater treating processes is essential. Must be skilled in monitoring equipment operations to ensure correct processing of waste water through successive stages of the treatment system. Must be skilled in making adjustments to chemical additives based upon Federal and State regulations and report findings per established guidelines. Skill in performing and quantifying process control tests per Standard Methods for the examination of wastewater. Must be skilled in, and have the knowledge of proper sampling technique, collection and preservation. Must have knowledge of record keeping, recorded operational and analytical data interpretation and quantification. Must have the knowledge of individual unit process relationships and effect on physical, chemical and biological efficiency. Skill in the operation of various kinds of equipment associated with domestic wastewater such as clarifiers, nitrification reactors, flocculators, telemetering, pneumatic and mechanical instrumentation, etc.

Contractor Personnel must have the knowledge and ability to make complicated technical judgments and decisions based on all gathered data.

c. SCADA System - Contractor Personnel must have knowledge of SCADA systems and possess the skills to program, monitor and manage the waste water treatment plant monitoring system. Contractor must be capable of basic troubleshooting protocols to identify system faults, take appropriate action to resolve the issue, and obtain appropriate resources to restore system operations in a timely manner.

d. Agronomic Practices - Must be skilled in agronomic practices to avoid violations to the waste discharge requirements for the disposal of secondary treated effluent to pastures and the disposal of tertiary treated effluent to urban landscapes.

Knowledge is applied when adhering to the irrigation plan. The irrigation plan ensures there is an adequate balance between secondary effluent disposal, tertiary effluent disposal and storage capacity, to include anticipation of near future weather events which may introduce infiltration and inflow to the waste water collection system. Must understand and capably operate irrigation control systems, such as “Toro” systems, to manage tertiary treated waste discharge.

e. Sludge Storage, Disposal and Handling - Contractor Personnel shall be capable of operating a belt filter press and sludge drying beds.

f. The Contractor shall designate in writing and provide licenses for On-Site

Operators to include any alternates or replacement, with the authorization to act on behalf of the Contractor to be available at all times for contract work in progress. All personnel and alternates shall be able to clearly speak, read and understand English.

g. Non-Personal Services Statement: Contractor employees performing services under this contract shall be controlled, directed and supervised at all times by management personnel of the contractor. Contractor employees will perform independently of and without supervision of any Government Official. Action of contractor employees may not be interpreted or implemented in any manner that result in any contractor employee creating or modifying Federal Policy, obligation the appropriated funds of the U.S. Government, overseeing the work of Federal Employees, providing direct personal services to and Federal employee or otherwise violating the prohibitions set forth in Parts 7.5 and 37.1 of the Federal Regulations (FAR). The Government will control access to the facility and will perform the inspection and acceptance of the completed work.

h. Management Personnel shall have an intimate knowledge of the waste water treatment duties and shall be able to both properly train and direct personnel. The hiring of personnel for these tasks shall comply with all rules, regulations and laws, both federal and state applicable at the time of hiring.

i. Management personnel shall be the central point of contact with the

Government for performance of all work required; shall conduct any required inspections to ensure conformity with the PWS and with the approved Contractor’s Quality Control Plan; and, shall be fully capable of supervising all other contractor employees and be responsible for ensuring the completion of all work assignments and required services as specified and/or directed under the terms of the contract.

j. Management personnel shall conduct overall management coordination; shall have the authority on a day to day basis to accept and sign notices regarding deficiencies, inspection reports and other routine correspondence from the Contracting Officer or his representative; and, shall be available to meet with the COR and/or other Government personnel to discuss problem areas. The Contractor’s representative shall be available to discuss contract matters with the COR, within one hour of notification during the hours of 7:00 a.m. to 4:30 p.m., Monday through Friday. This can be accomplished in person, or by telephone, depending on the circumstances.

7.3. Security: The Contractor, or any representative, and all contractor employees entering the Government reservation, shall abide by all security regulations of this installation which may be in effect during the contract period; and, shall be subject to such checks as may be deemed necessary to insure that no violations occur. All contractor personnel shall follow any instructions given by the COR, Base Officer of the Day (OOD), and security personnel in case of fire, earthquake, or any other emergencies. All contractor personnel shall possess the proper employee/vehicle identification.

7.4. Identification/Attire: The contractor shall provide all employees with a distinctive company logo shirt and ID badges, with the full name of the employee. Every employee shall report for work properly and neatly dressed from the date the employee first enters on duty and at all times. The shirt shall have the contractor’s name, easily identifiable, affixed thereon in a permanent or semi-permanent manner, such as a badge or monogram. All Contractor personnel shall wear attire appropriate for the specific task.

Clothing not to be worn: tube tops, tank tops, shorts, leotards, sandals, or other inappropriate clothing as determined by the Contracting Officer’s Representative (COR).

The contractor shall ensure that each employee or representative of the Contractor shall present a clean and professional appearance.

7.5. Medical: The Contractor shall ensure that any Contractor employee shall be in good health and free of any communicable disease prior to commencing work at this facility.

Any necessary medical certificates, exams and treatments are at the expense of the Contractor.

7.6 Safety: The Contractor works indoors and outdoors in all weather conditions and is exposed to all weather elements to include wet or icy conditions. Contractor is exposed to constant noise, rotating machinery, dirt, grease, chemicals, oil and fumes in the work area. Contractor is subject to cuts and abrasions from the use of tools and equipment and burns from chemicals. There is a danger of falling into open tanks and of being caught in running machinery. The presence of chemical dust, gas or toxic fumes and aerosols from treatment process and pathogenic micro-organism require use of safety equipment and good personal hygiene. Contractor Personnel shall follow prescribed safety practices and use safety equipment such as face shields, gloves, hard-toe shoes, respirators and protective clothing. Some of these safety items may be uncomfortable to wear and may be work or used for long periods.

Contractor Personnel operates heavy valves and lifts heavy equipment and tools. Does considerable walking, standing on concrete floors and climbing stairways, catwalks, and ladders in order to check equipment and make visual unit process observations and while collecting samples. Works in strained positions while adjusting equipment. Must be able to lift and carry a minimum of 50 pounds of dead weight. Capable of operating weight handling equipment (forklift, skid-steer, etc).

7.7. Language Requirement: The contractor or qualified representative on site must be able to read, write, speak, and understand English. They must be able to fulfill, completely and clearly, the reporting requirements of the contract.

7.8. Conduct of Personnel: The contractor shall require their employees to comply with the instructions pertaining to conduct, safety and health regulations forming a part of this contract. The contractor shall prohibit his/her employees from disturbing papers on desk, opening drawers, closets or cabinets, or using the telephone or equipment unless specifically authorized by the COR. Contractor personnel shall not smoke or consume food or drink while performing work on this contract. During breaks, eating or smoking is permitted in designated areas only. Each contractor employee is expected to adhere to standards of conduct that reflect credit on themselves, their employer, the U.S. Coast Guard, and the Federal Government. The Government reserves the right to direct the contractor to remove an employee from the work site for failure to comply with the standards of conduct. To maintain continuity of services, the contractor shall initiate immediate action to replace such an employee, at no additional cost to the Government.

7.9. Employee Training / Operation of Equipment: The contractor shall ensure that each employee used in the performance of this contract is adequately trained and instructed to safely and competently perform the work.

7.10. Alcohol and Controlled Substances. Contract employees shall not possess, distribute, consume, use or cause to be used any controlled substance or alcohol on the job site on Government property. Any employee using a controlled substance prescribed by a physician shall get written permission from the Contracting Officer to continue performance of assigned duties for this contract. Any contractor or contractor employee found to be in violation of this section will be permanently prohibited from the Coast Guard property. Actions taken under this section shall not relieve the contractor of the requirement to provide sufficient personnel to perform adequate and timely service as required in this contract.

8.0 CONTRACTOR QUALITY CONTROL (QC) REQUIREMENTS

8.1. In this contract the quality control program is the driver for product quality. The contractor is required to develop a comprehensive program of inspections and monitoring actions. The first major step to ensuring a "self-correcting" contract is to ensure that the quality control program approved at the beginning of the contract provides the measures needed to lead the contractor to success. Once the quality control program is approved, careful application of the process and standards presented in the remainder of this document will ensure a robust quality assurance program.

8.2. Contractor QC Plan (QCP): The Contractor shall develop, submit with contractor quote for evaluation and maintain a QC Plan delineating the contractor’s QC program/inspection system to monitor and control their performance of services so that they meet the contract requirements (see Paragraph 6.0). The program/inspection system shall establish and explain in detail how the contractor shall sustain the quality of providing the services required. The QC Plan must assure that the requirements of the contract will be met. The COR will approve any changes to the QCP prior to the contractor implementing them. If the COR perceives such changes to be other than minor, approval by the Contracting Officer is necessary.

8.3. QC Program/Inspection System. The QC system shall encompass all functions of the contract. It must specify areas to be inspected on either a scheduled or unscheduled basis and list the title(s) of the individual(s) conducting the inspection. The contractor shall develop and implement quality control procedures addressing the areas identified in the PWS herein and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The QC program/Inspection System shall be designed to keep the Contractor's management and the Coast Guard informed of all issues affecting quality to include timely and effective corrective actions. The QC records shall, in part, consist of checklists of inspections and shall indicate the nature, frequency and number of observations made, the number and type of deficiencies found, and the nature of corrective action taken as appropriate. The Contractor shall ensure that QC includes timely and effective corrective action for all deficiencies identified by the Government.

8.4. Contents of the QC Program/Inspection System shall include, but are not limited to, the following:

a. Introduction to the Quality Control System:

1. Background and Rationale for the System

2. Objectives in using Quality Control

3. Successes with and updates for the System

b. Waste Water Treatment Quality Control Process for the Various Tasks identified herein:

1. Steps and Flow Diagram (includes a checklist used in inspecting contract performance during regularly scheduled/unscheduled inspections/testing;

method of documenting and enforcing quality control operations)

2. Inspection Procedure (to include checklists used by the contractor, identifying the items, frequency, conformance indicators and actions taken if nonconformance found covering all the service requirements of this contract.

3. Means of Identifying and Resolving Problems

4. Roles and Responsibilities

c. Specific Quality Control Functions:

1. Supervision of duties covering all the service requirements of this contract (to include staffing and schedules for all necessary assignments; submissions and completion reports; and, availability of project manager and any substitutes/alternates with the flexibility to realign staff for certain events; a training plan outlining names, topics, and completion dates; and, the name(s) of the individual(s) who will perform the inspections.

2. Labor practices (hiring, retention and rewards and substitutions)

3. Compliance with Security, Safety and Health and Sanitary requirements

4. Key Control Procedures

d. Contingencies:

1. Emergency Situations - procedures to be used; obtaining additional employees

NOTE 1: The COR will approve any changes to the Quality Control Plan, to be submitted by the Contractor in accordance with Paragraph 6.0, prior to the Contractor implementing them. If the COR perceives such changes to be other than minor, approval by the Contracting Officer is necessary.

8.5. Performance Evaluation Meetings: The Contractor/Contractor’s representative, or alternate, may be required to meet at least weekly with the COR during the first month of the contract. Meetings will be as often as necessary, thereafter, as determined by the COR. Time and place of the meetings will be mutually agreed upon between the Coast Guard and the contractor. The minutes of the meetings shall be prepared by COR, and signed by him or her, and the Contractor/Contractor’s representative, or alternate. If the contractor does not concur with the minutes, they shall state, in writing, any areas of non-concurrence, and submit to the COR, within five calendar days of receipt of the signed minutes.

8.6. Contract Discrepancy Report (CDR): When a discrepancy exists, the contractor shall be required to complete Block 4 of a CDR, which will be submitted to the contractor at the time of issuance. The Contracting Officer will evaluate the contractor’s explanation and determine the next course of action. The contractor may request a meeting whenever a Contract Discrepancy Report (CDR) is issued.

9.0 GOVERNMENT MONITORING REQUIREMENTS

9.1. Fundamental Government Responsibilities: The Contracting Officer’s Representative (COR) is responsible for representing the Contracting Officer in all facets of quality for the services required. The designated personnel will carry out inspections, reviews and approvals, handle deficiencies; and, ultimately accept on behalf of the Contracting Officer. The functions of the COR are identified in paragraphs 9.2 and 9.3 below. Government personnel, such as the Chief Plant Operator, other than the Contracting Officer and the COR from time to time, may observe the contractor’s operations. However, these personnel may not interfere with contractor performance.

9.2. General Quality Assurance Functions: To facilitate the surveillance of the contractor's Quality Control Program by the Government, the COR will verify contractor compliance with designated contract/performance requirements. The COR will also review the critical requirements to assess their applicability and recommend the addition or deletion of requirements as conditions warrant. In addition, for noncompliance and/or untimely corrective action to deficiencies of specific tasks, the contractor is subject to re-performance at the contractor’s expense. With this intent, the surveillance approach may not be one that stays the same throughout the duration of the contract. The COR will periodically update the surveillance approach when the need arises. The COR will inspect the contractor 's QCP regularly for compliance with the contract requirements.

9.3. Specific Quality Assurance Functions: The COR will establish an Inspection Schedule using the Quality Checklists from the Contractor's QC Program. The COR will perform the following qualitative and evaluative functions, which comprise the Government Quality Assurance Surveillance Plan (QASP):

a. Carry out periodic inspections using the Quality Checklists to evaluate the contractor's performance to ensure contract services are received. The COR will evaluate the contractor's performance through intermittent on-site inspections of the contractor's quality control program and receipt of complaints from base personnel. The COR may inspect each task as completed or increase the number of quality control inspections if deemed appropriate because of repeated failures discovered during quality control inspections or because of repeated customer complaints. Likewise, the Government may decrease the number of quality control inspections if performance dictates. The Government will also receive and investigate complaints from various customers located on the installation. The Contractor shall be responsible for initially validating customer complaints. However, the COR shall make final determination of the validity of customer complaint(s) in cases of disagreement with customer(s).

b. Report any findings resulting from these inspections to the Contractor/Contracting Officer.

c. If discrepancies are discovered as a result of the periodic inspections, or any other means, use a CDR to communicate them to the contractor and follow up to ensure nonconformance are corrected.

d. Meet with the Contractor's Representative as agreed to or as often as necessary. The Contractor and COR will sign the written minutes of these meetings, prepared by the COR. Any area(s) of non-concurrence by the Contractor with the minutes must be specified in writing to the COR within 5 calendar days of receipt of the signed minutes.

e. Schedule equipment maintenance on an as-needed basis.

f. Take appropriate actions based on Health, Safety, Environmental and any other inspection results.

g. Perform annual and final Performance Evaluations.

QUALITY ASSURANCE SURVEILLANCE PLAN

Version – 00001

For: TRACEN Petaluma Waste Water Treatment Plant Support Contract

Contract Number:

Contract Description:

Contractor’s name:

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. In addition, the QASP should recognize that unforeseen and uncontrollable situations may occur.

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. Updates shall ensure that the QASP remains a valid, useful, and enforceable document. Copies of the original

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

The following FAR clauses may apply depending on contract type:

52.246-4 Inspection of Services – Fixed-Price

2. GOVERNMENT ROLES AND RESPONSIBILITIES.

The following personnel shall oversee and coordinate surveillance activities.

a. Contracting Officer (KO) - The KO 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 assure that the contractor receives impartial, fair, and equitable treatment under this contract. The KO is ultimately responsible for the final determination of the adequacy of the contractor’s performance.

Assigned KO: Michael Hassett

Organization or Agency: SILC-COCO-BSS-COB2-West

Telephone: (510) 437-3009

Email: Michael.T.Hassett@uscg.mil

b. Contracting Officer’s Representative (COR) - The COR is responsible for technical administration of the contract and shall assure proper Government surveillance of the contractor’s performance. The COR shall keep a quality assurance file. At the conclusion of the contract or when requested by the KO, the COR shall provide documentation to the KO. The

COR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf. The contractor shall refer any changes they deem may affect contract price, terms, or conditions to the KO for action.

Assigned COR: Warren Schenstrom

Telephone: (707) 765-7479

Email: Warren.M.Schenstrom@uscg.mil

c. Other Key Government Personnel –

Name: CWO Jason Briggs

Title: Maintenance Branch Chief, USCG Training Center, Petaluma, CA

Telephone: (707) 765-7312

Email: Jason.D.Briggs@uscg.mil

Name: LCDR Christiane Weber

Title: Public Works Officer, TRACEN Petaluma, CA

Telephone: (707) 765-7675

Email: Christiane.D.Weber@uscg.mil

3. CONTRACTOR REPRESENTATIVES:

The following employees of the contractor serve as the contractor’s representatives for this contract.

a. Program Manager -

Telephone:

Email:

b. Task Manager -

c. Other Contractor Personnel -

Title:

mailto:Jason.D.

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 Performance Requirements Summary, in the Performance Work Statement includes performance standards. The Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level

(AQL).

5. INCENTIVES.

N/A.

6. METHODS OF QUALITY ASSURANCE SURVEILLANCE.

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

Regardless of the surveillance method, the COR shall always contact the contractor's task manager or on-site representative when a defect is identified and inform the manager of the specifics of the problem. The COR, with assistance from the KO, if needed, shall be responsible for monitoring the contractor’s performance in meeting a specific performance standard/AQL.

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

b. PERIODIC INSPECTION. (Uses a comprehensive evaluation of selected outputs.

Inspections may be scheduled [Daily, Weekly, Monthly, Quarterly, or annually] or unscheduled, as required.)

c. 100% INSPECTION. Evaluates all outputs. Most applicable to small quantity, but highly important services. May be used where there are written deliverables and stringent requirements such as tasks required by law, safety, or security.

d. Progress or status meetings.

e. Analysis of contractor's progress reports. (Evaluate cost, schedule, etc.)

Surveillance results may be used as the basis for actions (to include payment deductions) against the contractor. In such cases, the Inspection of Services clause in the Contract becomes the basis for the CO’s actions.

7. QUALITY ASSURANCE SURVEILLANCE PLAN TABLE

QUALITY ASSURANCE SURVEILLANCE PLAN TABLE (QASP) Attachment 2

Paragraph Number

Required Service

Standard Maximum Allowable Deviation

Lot Size Method of

Surveillance

5.1.1 Service

Provider (SP) Availability

Meet the requirements of Performance Work Statement (PWS) Section 5.1.1

10% # Hours per Month

Direct Observation and Random Sampling

5.1.2 Daily

Inspections

Meet the requirements of Performance Work Statement (PWS) Section 5.1.2

0% # Days per year

Direct Observation and Random Sampling

5.1.2 Operational

Maintenance

Meet the requirements of Performance Work Statement (PWS) Section 5.1.2

10% # tasks per month

Direct Observation

5.1.2 Compliance

with regulatory and legal requirements

Meet the requirements of Performance Work Statement (PWS) Section 5.1.2

0% Terms of the Waste Discharge Requirements

100% Inspection

5.1.3 Collection

sampling, and preservation of waste water samples

Meet the requirements of Performance Work Statement (PWS) Section 5.1.3

0% # of required samples

Periodic Inspection and Contractor Progress Reports

5.1.3 Perform

Physical, Biological and chemical analysis on water water samples.

Meet the requirements of Performance Work Statement (PWS) Section 5.1.3

0% # of required samples

Periodic Inspection and Contractor Progress Reports

5.1.3 Interpret

results and make changes per established procedures

Meet the requirements of Performance Work Statement (PWS) Section 5.1.3

0% # Days per year

Progress or status meetings

5.1.4 Operation of

the tertiary treatment processes

Meet the requirements of Performance Work Statement (PWS) Section 5.1.4

0% # Days per year

Direct Observation

8. 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:

Performance significantly exceeds contract requirements to the Government’s benefit.

SATISFACTORY: Performance meets contractual requirements.

UNSATISFACTORY: Performance does not meet contractual requirements.

9. DOCUMENTING PERFORMANCE.

a. ACCEPTABLE PERFORMANCE.

The Government shall document positive performance utilizing the performance report attached in this QASP and place in contract file.

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.

5.1.5 Utilize the

SCADA

system in the operations of the plant.

Meet the requirements of Performance Work Statement (PWS) Section 5.1.5

0% # Days per year

Direct Observation

5.3 Monitoring and

analytical Services

Meet the requirements of Performance work Statement (PWS) Section 5.3

1% # of required samples

Direct Observation and Contractor progress reports

5.5 Licensure Meet the

requirements of Performance work Statement (PWS) Section 5.5

0% # of Contractors operating the plant

100% Inspection

Not used

7.2 Personnel

Requirements

Meet the requirements of Performance work Statement (PWS) Section 7.2

0% # Days per year

Direct

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 or on-site representative. A CDR template is attached to this QASP.

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 contract payment deductions, deductions, award fee nonpayment, or other contractual actions deemed necessary by the KO.

10. FREQUENCY OF MEASUREMENT.

a. Frequency of Measurement.

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

b. Frequency of Performance Assessment Meetings.

The COR shall meet with the contractor and On-Site Monitor quarterly to assess performance.

The On-Site Monitor shall provide written documentation of performance to the COR monthly which will be part of the quarterly meetings with the contractor.

Contracting Officer’s Representative Date

PERFORMANCE REPORT

1. CONTRACT NUMBER:

2. Prepared by: (Name of On-Site Monitor)

3. Date and time of observation:

4. Observation: (Include method of surveillance, frequency of surveillance, surveillance results and number of observations.

Reviewed by: (COR Name)

Contracting Officer’s Technical Representative Date

CONTRACT DISCREPANCY REPORT (CDR)

1. Contract Number:

2. TO: Contractor Program Manager

3. COR:

4. Date and time observed discrepancy:

5. DISCREPANCY OR PROBLEM:

6. Corrective action plan:

A written corrective action plan < is / is not > required.

If a written corrective action plan is required, a Corrective Action Plan will be provided to the undersigned not later than ___________days after receipt of this CDR.

Prepared by:

Contracting Officer’s Technical Representative Date

Received by:

Contractor Program Manager, Task Manager or Date on-site representative

The COR may initiate a CDR at any time, including whenever the number of monthly recorded defects for a performance standard exceeds the allowable number of defects;

anytime unacceptable performance is determined critical in nature and requires formal corrective action; and whenever an unfavorable trend is detected in contractor performance.>

PERFORMANCE REQUIREMENT SUMMARY (PRS)

1. The Government expects the contractor to perform all of the services required in the

Performance Work Statement (PWS) at an acceptable level. Whenever the Government learns of substandard performance, either through incidental inspections, direct observation, customer complaints, or any other mechanism, the preferred course of action will be discussions with the Contractor to make the Contractor aware of the problem, and to effectively prevent any recurrence of substandard performance. However, this

Procurement Requirement Summary (PRS) provides the mechanism by which the

Government’s payment to the Contractor may be reduced in the event of substandard performance.

2. When the number of defects in the Contractor's performance exceeds the allowable number of defects, the COR shall complete a Contract Discrepancy Report (CDR). In response to the CDR the Contractor is required to explain, in writing, why performance was unsatisfactory, how performance will be returned to satisfactory levels, and how recurrence of the problem will be prevented in the future. The Contractor shall not be paid for services not rendered in accordance with the standards set for this Contract. A defect will not be counted when the service can be re-performed within 2 hours after notification by the COR. If the Contractor is required to rework the services found by the Government to be unsatisfactorily performed, it will be at the Contractor’s expense.

3. The Contractor must perform in accordance with the Contract requirement at all times. As an added incentive to perform certain particularly important tasks, performance-based deductions may be taken when Contractor performance drops below an acceptable level. The criteria for acceptable and unacceptable are as follows: The

COR can receive up to the amount of defects, as listed in column 4 of the PRS Summary

Table, and the Contractor’s services are still considered acceptable. However, any defect(s) received thereafter causes the services to be unacceptable.

4. Certain tasks are so critical that the Government has set quality standards that the

Contractor must meet when it performs these required services.