6 QASP Quality Assurance Plan.doc

QUALITY ASSURANCE SURVEILLANCE PLAN

Contract – Vegetation Management Services, including reforestation, herbicide application consisting of foliar spray, basal spray, hack and squirt, cut surface treatment; and manual felling, girdling, pre- and non-commercial thinning.

This Quality Assurance Surveillance Plan (QASP) has been developed pursuant to the requirements of the Performance Work Statement (PWS) in Solicitation AG-435H-S-10-0001. 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 contractor has represented themselves to be responsible for meeting the prescribed quality/performance standards in the statement of work

1. ROLES AND RESPONSIBILITIES OF GOVERNMENT OFFICIALS

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

Alan McKnight (Conasauga Ranger District), Alice Brown (Blue Ridge Ranger District), Pat Hopton (Chattooga River Ranger District), Tim Walker (Oconee Ranger District), and Kelvin Jackson (Oconee Ranger District) will serve as the Contracting Officer’s Technical Representatives (COR) and 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 task/subtask within 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.

Marcia O’Connor will serve as the Contracting Officer (CO) and will have overall responsibility for overseeing the contractor’s performance. The CO will also be responsible for the day-to-day monitoring of the contractor’s performance in the areas of contract compliance, contract 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.

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

This contract calls for the contractor to perform the following tasks and to perform inspections at the completion of the tasks as a minimum and or for intermediate inspections as determined at contract award by the COR/CO. The contractor’s quality control plan/schedule will be modified accordingly and will be one of the basis for the award of the contract.

Inspected

(100%/Periodic/

Random)

of task

Compliance with section IV Quality Performance Standards

Contractor’s Records/ Data/Reports

COR’s

Records/

Data/Reports

Periodic

3. METHODS OF SURVEILLANCE

The government, through it’s COR, will be monitoring the contractor’s performance on a continuous basis. The method the government will use is identified in B below. 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 the contractor has performed their inspection if questions develop regarding the results of the contractor’s inspections. Results of the independent inspections that differ from the results noted by the contractor on their inspections the costs thereof for the re-inspection costs will be assessed against the contractor. The contractor shall be required to rework/repair or replace the effort until the quality/ performance standard is achieved.

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

B. QUALITY ASSURANCE (QA) FORMS AND REPORT

1.

The COR will use one quality assurance monitoring form to document and evaluate the contractor’s performance under the contract. 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 will judge each event in accordance with the performance standards and performance requirements stated in the Quality/Performance Requirements stated in the contract either in section 5 of the Statement of Work (SOW) or in section 7 of the SOW.

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

4. The contractor shall furnish to the COR copies of all inspection forms generated by the contractor witnessing inspections performed. The COR will forward copies of all completed QA monitoring forms to the CO and contractor 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)

C. 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 if all the facts and circumstances surrounding the event were considered in the COR’s opinion 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 result of his 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 contract/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.

SECTION I

SITE PREP AND RELEASE

DEFINITIONS

SECTION II

CONTRACTOR FURNISHED CRITICAL ITEMS/SERVICES

SECTION III

PERFORMANCE WORK STATEMENT CRITICAL TASKS

FOR REFORESTATION

The contractor shall perform the following tasks to the quality performance standards addressed in section IV or as indicated below each task.

5.1.1 All Planting 5.1.1.1 Mobilization

5.1.1.2 Inspection and Testing

The contractor shall perform inspections and testing of completed work in accordance with the Government approved Contractor Quality Control Plan.

5.1.1.3 Demobilization and Cleanup

5.1.1.4 Documentation

The contractor shall provide the following documentation:

5.1.1.4.1 Work Plan and Schedule

The Contractor shall provide a plan of work to show their ability to complete the project on time.

5.1.1.4.2 Quality Control Plan and Schedule

The contractor shall explain how they intend to monitor work quality and complete all tasks in a timely manner.

5.1.1.4.3 Contractor Inspection Records

The Contractor shall provide a written record of inspection as specified in the Quality Control Plan.

5.1.1.4.4 Safety Plan

5.1.1.4.4.1 Fire Plan

FOR HERBICIDE APPLICATIONS

The contractor shall perform the following tasks and subtasks to the quality performance standards addressed in section 7 or as indicated below each task/subtask.

5.2.1 All Herbicide Applications

5.2.1.1 Mobilization

5.2.1.2 Mix, Calibrate, and Spray

The contractor shall mix, calibrate equipment and spray according to label directions and Forest Service Policy.

5.2.1.3 Application

The contractor shall continuously monitor application rate and adequate coverage of target species.

5.2.1.4 Inspection and Testing

The contractor shall perform inspections and testing of completed work in accordance with the Government approved Contractor Quality Control Plan.

5.2.1.5 Demobilization and Cleanup

5.2.1.6 Documentation

The contractor shall provide the following documentation:

5.2.1.6.1 Work Plan and Schedule

The Contractor shall provide a plan of work to show their ability to complete the project on time.

5.2.1.6.2 Quality Control Plan and Schedule

The contractor shall explain how they intend to monitor work quality and complete all tasks in a timely manner.

5.2.1.6.3 Contractor Inspection Records

The Contractor shall provide a written record of inspection as specified in the Quality Control Plan.

5.2.1.6.4 Pesticide Application Records

5.2.1.6.5 Safety Plan

5.2.1.6.5.1 Spill Abatement Plan

5.2.1.6.5.2 Fire Plan

FOR MANUAL HAND TOOLS

5.3.1 All Manual Hand Tool Tasks

5.3.1.1 Mobilization

5.3.1.2 Inspection and Testing

The contractor shall perform inspections and testing of completed work in accordance with the Government approved Contractor Quality Control Plan.

5.3.1.3 Demobilization and Cleanup

5.3.1.4 Documentation

The contractor shall provide the following documentation:

5.3.1.4.1 Work Plan and Schedule

The Contractor shall provide a plan of work to show their ability to complete the project on time.

5.3.1.4.2 Quality Control Plan and Schedule

The contractor shall explain how they intend to monitor work quality and complete all tasks in a timely manner.

5.3.1.4.3 Contractor Inspection Records

The Contractor shall provide a written record of inspection as specified in the Quality Control Plan.

5.3.1.4.4 Safety Plan

5.3.1.4.4.1 Fire Plan

SECTION IV

PERFORMANCE REQUIREMENTS SUMMARY

Performance Standards: See specifications:

Resource Protection Standards Applicable to Multiple Activities

Planting Standards for Bare Root and Containerized Seedlings

Herbicide Standards Common to All Methods Acceptable Quality Level (AQL): Minimum AQL is 90%

Monitoring Method: Verify contract records and reports; periodically witness contractor inspection, conduct independent Government inspections

Disincentives For Not Meeting Standards: Areas not meeting the AQL will be reworked at the contractor’s expense until it reaches the AQL. Those areas that cannot be reworked will result in non-payment for that area.