0012_Quality_Assurance_Surveillance_Plan.pdf

Quality Control Plan

The contractor shall prepare a Quality Control Plan pursuant to the Performance requirements of the solicitation. This is not the same as the Quality Assurance Surveillance Plan prepared by the Government. The Quality Control Plan sets forth the procedures and guidelines that the contractor shall use to assure that the work performed under the contract meets the requirements of the standards set forth for this contract. The Quality Control Plan shall include weekly progress reports identifying areas where routine systematic maintenance activities were performed, and a final report relating how the Quality Control Plan was used to ensure satisfactory work accomplishments and performance under the SOW.

One copy of the contractor’s finalized Quality control Plan shall be provided to the Contracting Officer’s Representative. An updated copy shall be provided the Contracting Officer’s Representative as changes occur.

a. Content. The plan shall include the following:

b. Inspection System. An inspection system covering all the services specified in this scope of work. It must specify the areas to be inspected on either a scheduled or unscheduled basis, how often inspections shall be accomplished, or the title of the individual(s) who shall perform the inspections.

c. Identification and Prevention. The methods for identifying and preventing defectives in the quality of service performed before performance becomes unacceptable.

d. Records. Documentation shall consist of on-site records of all inspections conducted by the contractor and necessary corrective action taken. This documentation shall be made available to the Government during the term of the contract.

e. Government Review. The Government will review the Contractor Quality Control Plan as part of the award evaluation process to determine if it is adequate. If the plan is adequate, the Government will accept the plan. If the plan is not adequate as submitted, the deficiencies will be identified to the contractor in writing.

The contractor shall correct all identified deficiencies and submit a corrected Contractor Quality Control Plan within ten working days or contract start date, whichever is sooner. The Government will also periodically review the manner in which the contractor is conducting the quality control program by either reviewing the contractor’s records, observing actual performance or both.

Quality Assurance (QA)

1. Contracting Officer’s Representative (COR), Inspector.

Government personnel, with titles such as shown above shall be appointed to monitor contractor performance and to inspect and accept or reject the services as required by the contract. The contracting officer shall furnish the name and telephone number of each such person assigned to the contract to the contractor in writing.

2. Government Evaluation. The Government will evaluate the contractor’s performance under this contract using the method of surveillance deemed appropriate. If Government QA reveals that any contract provision has not been met, a Contract Discrepancy Report (CDR) shall be prepared. The contractor shall respond to CDRs by completing Blocks 9 and 10 explaining: (1) why performance was unacceptable, (2) how performance will be returned to acceptable levels and

(3) how recurrence of the problem will be prevented in the future.

3. Performance Evaluation Meetings. The contract manager may be required to meet periodically with the COR and/or the contracting officer during the contract. Meetings shall be as often as necessary as determined by the contracting officer. However, if the contractor requests, a meeting shall be held whenever a Contract Discrepancy Report is issued. The meetings shall focus on performance and actual or potential problems. A mutual good faith effort shall be made by all parties to resolve all issues. The written minutes of these meetings shall be signed by the contract manager, contracting officer, and COR. If the contractor does not concur with the minutes, then a notice of non-concurrence shall be provided to the contracting officer. This notice shall be in writing and provided within seven workdays of receipt of the minutes.

4. Documentation and Records. All documentation, records and schedules as described in this Statement of Work that is the responsibility of the contractor, are the property of the Government and shall be turned over to the Government upon completion or termination of the contract. All records are subject to the Freedom of Information and Privacy Acts and any requests for release of any records shall be handled accordingly.

QUALITY ASSURANCE SURVEILLANCE PLAN

This Quality Assurance Surveillance Plan (QASP) has been developed pursuant to the requirements of this service contract and incorporates by reference the Contractor’s Quality Control Plan. This plan sets forth procedures and guidelines that will be used in evaluating the technical performance of the contractor.

A. PURPOSE OF THE QASP

The QASP is intended to accomplish the following:

Define the roles and responsibilities of participating government officials and the contractor;

Identify the types of work to be performed and the inspections to be performed to validate adequacy;

Describe the evaluation methods that will be employed by the government in assessing the contractor’s inspection program and performance to the quality/performance standards required for each task;

Provide copies of the contractor’s inspection records and Government quality assurance monitoring forms that will be used by the government in documenting and evaluating the contractor’s performance;

Describe the process of performance documentation.

The contractor is responsible for performing inspection services pursuant to the inspection clause and for providing and maintaining the inspection forms, approved by the government, to perform the contractor’s inspection services. The contractors have represented themselves to be responsible for meeting the prescribed quality/performance standards in the statement of work.

B. ROLES AND RESPONSIBILITIES OF GOVERNMENT OFFICIALS

The following government officials will participate in assessing the quality of the contractors’ performance. Their roles and responsibilities are described as follows:

Angela Parrish will serve as the Contracting Officer’s Technical Representative (COR) and will be responsible for monitoring, assessing, recording, and reporting on the technical performance of the contractor on the schedule of inspections submitted by the contractor and approved by the government. The COR/Inspector, if the latter is assigned to the project, will either witness the contractor’s performance of the inspections performed by the contractor or will evaluate the contractor’s inspection results as to documented findings relative to meeting the standards for each taskwithin the statement of work. The COR will have primary responsibility for completing “Quality Assurance Monitoring Forms” which will be used to document the inspection and evaluation of the contractor’s work performance.

Laura Ingram (George Washington & Jefferson National Forests) will serve as the contracting officer (CO) and have overall responsibility for overseeing the contractor’s performance. The CO will also be responsible for day-to-day monitoring of the contractor’s performance in the areas of task compliance, task administration, cost control, and property control; reviewing the COR’s assessment of the contractor’s performance; and resolving all differences between the COR’s version and the contractor’s version.

C. TYPES OF WORK TO BE PERFORMED/SCHEDULE OF INSPECTIONS

This contract calls for the contractor to perform the tasks described in the Schedule of Items and to perform inspections at the completion of the tasks at a minimum and or for intermediate inspections as determined at task order award by the COR/CO.

D. METHODS OF SURVEILLANCE

1. The government, through its COR, will be monitoring the contractor’s performance on a continuous basis. The method the government will use is identified in the table above. The COR/Inspector will first verify the results of the contractor’s inspection, completeness and adequacy of the documentation of the contractor’s inspection results. The government COR will perform periodic independent inspections after contractors have performed their inspection. If the results of the independent inspections differ from the results noted by the contractors on their inspections the costs thereof for the re-inspection costs will be assessed against the contractors. The contractors shall be required to rework/repair or replace efforts until quality/performance standards are achieved.

2. Inspections will be performed to the schedules submitted by the contractors and approved by the government. Variances from the schedule must be pre-approved by the CO.

E. QUALITY ASSURANCE FORMS AND REPORT

1. The COR will use one quality assurance monitoring form to document and evaluate each contractor’s performance under the task order. This can consist of a Form, a Memo for record or an entry in a Daily/weekly diary. The form when completed will document the COR’s understanding of what the contractor was supposed to do, what was actually done, and the impact or consequences of what was done. The documentation will also identify the additional steps required of the contractor if there is a nonconformance.

2. The COR must substantiate all tasks which he or she judges to be indicative of “unacceptable” performance. Performance at the “acceptable” level is expected and need not be substantiated.

3. The contractor shall furnish to the COR copies of all inspection forms generated by the contractor’s witnessing inspections performed. The COR will forward copies of all completed QA monitoring forms to the CO and contractor’s inspection records by close of business on the day the forms were prepared. The contractor is required to respond in writing to any negative QA monitoring form(s) within 5 working days after receipt of the form(s)

F. ANALYSIS OF SURVEILLANCE RESULTS

1. The CO will review each QA monitoring form prepared by the COR. When appropriate, the CO may investigate the event further to determine all facts and circumstances surrounding the event were considered in the COR’s opinions outlined on the forms. The CO will immediately discuss every event receiving a substandard rating on the forms. The CO will immediately discuss every event receiving a substandard rating with the contractor to assure that corrective action is promptly initiated.

2. At the end of each month, the COR will prepare a written report for the CO summarizing the overall results of his or her surveillance of the contractor’s performance during the previous month. This report will become part of the formal QA documentation.

3. Upon completion of the task order, the COR will perform a performance evaluation of the contractor using the results documented as above and provide to the CO for further action.

Signatures: _________________________ _________________________ COR Contracting Officer