QASP 0093 .doc

QUALITY ASSURANCE SURVEILLANCE PLAN

for

Brush Competition Removal I.

Introduction. This Government’s Quality Assurance Surveillance Plan (QASP) provides the procedure and guidelines that will be used in evaluating technical performance of the Contractor for tree planting in a performance-based statement of work as required by FAR 37.602-2. The Government’s QASP is not part of the contract, but is provided to the Contractor solely as information. A copy of this plan is furnished to the Contractor in the solicitation package and with the contract so the Contractor is aware of the methods that the Government intends to use in evaluating performance on this contract and to address any concerns that the Contractor may have prior to initiating work. The QASP is subject to change by the Government during the contract performance period. The Government reserves the right to perform assessments more or less often than is outlined in this QASP.

Purpose of the QASP:

· Define the role and responsibilities of participating Government officials;

· Define the types of work to be performed with required end results;

· Describe the evaluation methods that will be employed by the Government in assessing the Contractor’s performance;

· Provide copies of the performance assessment form(s) that the Government will use in documenting and evaluating the Contractor’s performance; and

· Describe the process of performance assessment documentation.

II.

Roles and Responsibilities of Participating Government Officials.

A. Contracting Officers Representative (COR). The COR is designated by the Contracting Officer to administer the contract within the authority and limitations specified on FS-R1-6320-27 which is provided to the Contractor at the pre-work and at anytime there is a change in COR, to the COR, and maintained in the contract files. Refer to FSH 6309.11.04.4, WO Amendment 6309.11-91-1 for a full description of COR responsibilities.

It is essential that the COR assure that the brushing in progress, plot inspections, schedule, and Contractor’s Quality Control are consistent with the contract and the approved work plan. The COR will keep the Contracting Officer and Contractor informed of progress and contract compliance, and any non-compliance issues. The COR may utilize “Work Orders and Notice of Non-compliance” as tools to communicate in writing with the Contractor. The Contracting Officer will work with the Contractor and COR to correct non-compliance issues rapidly especially where tree survival is at risk.

QASP – Con’t

The COR will maintain Daily Diaries on the project as the record of contract progress and compliance, records of tree issuance, and documentation of materials issued and received from the Contractor. These will include only facts concerning the contract, and will be complete and unbiased as they will be used by the Contracting Officer to make further decisions on contract issues. The COR will provide an evaluation of the Contractor’s performance to the CO.

The COR designates and supervises the work of the inspectors.

B. Inspectors. The Government inspector(s) are designated by the COR to represent him/her in securing compliance of contract requirements. The Designation of Inspector (form R1-FS-6320-29) will be used to designate their inspector(s) and specifies the responsibilities. Refer to FSH 6309.11.04.4, WO Amendment 6309.11-91-1. The inspector(s) will monitor Contractor performance and inform the Contractor of contract deviations. The inspector(s) will monitor brushing in progress (measuring distances, and checking slash piles), and conduct quality assurance plots. The inspectors will not direct the operations of the brushing crew but rather keep in direct contact with the foreman stressing the requirements of Contractor quality control as well as protect the Government’s interest by brushing quality is adequate.

A lead inspector may be designated by the COR when more than one inspector will be on site to act as the leader of the Government inspectors and avoid confusion in communications with the Contractor.

The inspector(s) will maintain Daily Diaries and keep the COR informed of all contract progress, and conformance problems. The inspector(s) will maintain records of any Government equipment issued and returned, anticipate change orders, and inform the COR.

C. District Ranger, Forest Supervisor, Silviculturist and other District, Forest and Regional employees. The Forest Supervisor is responsible for the administration of the National Forest, and the District Ranger acts as an authorized representative. These and other employees will act as resource advisors to the COR and Contracting Officer but do not have contract authority. Their role is to provide advice on project implementation, which may be used for contract decisions.

III.

Assessing the Contractors Performance

A. Schedule. The COR and inspector will monitor progress and if the Contractor is falling behind schedule, the COR may issue a Notice of Non-Compliance (or take other contract action) to ensure the agreed-to schedule is maintained.

B. Brush Competition Removal. The following plan will be used by the Government to assure the Contractor is providing the quality promised and work meets performance standards. Surveillance will consist of visual observations of the entire operation and sample plots to determine compliance with the specifications. The plots will be located throughout the brushing area to obtain a representative sample of the work. Each contract unit will be inspected separately and inspection results will not be averaged with those of other contract units. Units within a subitem will be combined for payment. The Contractor or his representative may observe plot procedures while they are underway.

1. Care of Preferred Species. The inspector and COR will observe the operations throughout the brushing day to assure the Contractor is providing adequate brush removal per the contract, and not damaging any existing preferred tree species. The inspector and COR will ensure the Contractor is complying with his/her Quality Control Plan. The COR will put the Contractor on notice of non-compliance and take corrective action consistent with the CO’s direction and the Contractor’s QCP.

2. Brush Removal Quality - In Progress. The inspector and COR will frequently observe brush removal in progress, observe brushing methods, put in occasional “informal plots,” etc., to identify any problems. The inspectors will report any violations to the COR who will then report them to the foreman to allow the problems to be corrected. The inspector and COR will not direct the operations of the crew, however, as this is the responsibility of the Contractor. The Government expects the foreman to inspect brushing removal in progress and take corrective action on any problems prior to being identified by the inspector/COR consistent with the Contractor’s Quality Control Plan. The Contractor will be put on notice of non-compliance or further contract action taken for failure to conduct his/her own quality control while brush removal is in progress.

3. Brush Removal Quality - Assurance Plots. The inspector will take representative sample plots of the brushing unit to verify the Contractor’s brushing quality utilizing the R-1 Standard plot procedure described in FSH 2409.17, 2.82.2. The Government’s method should mirror the Contractor’s plot method described in the Contractor’s QCP and further agreed to, but be in different locations and generally different sample intensities. Any deviations must not affect inspection results. The Brushing Inspection Sheet designed by the Cabinet RD will be used. This form will be shared with the Contract Inspector for their use.

The (Government) inspector should put in enough plots to assure the Government’s quality assurance plots represent brushing quality (adequate to judge if the Contractor’s inspection plot are within 5% of Governments). This may be a small sample (e.g. 0.2%) up to 1% although it generally should not exceed 0.5%, which is half of what the Contractor is required to do. The CO and COR should determine the sample size, which should be influenced by the real or anticipated problems associated with planting or Contractor quality control.

4. Brush Removal Quality Calculation After all plots have been taken and recorded on a Unit, the brushing quality will be computed using the formula on the backside of the Inspection form.

Calculate the quality to at least thousandths (.000) and round the final percentage of quality to the nearest whole percent.

The Government inspector or COR will monitor the Contractor’s quality inspection plots on a frequent basis to assure the Contractor is providing inspection consistent with the Contractor’s accepted Quality Control Plan (QCP). The Government inspector may observe the Contractor’s plots in progress or check them after completion. The Contractor will be put on notice of non-compliance (or other contract action taken) for failure to conduct plot inspections as per his QCP. The Contractor’s inspector is not permitted to modify plot deficiencies nor influence the brush removal quality by indicating to the brushing crew of upcoming plot locations.

The Government inspector or COR will review all plot sheets and re-check calculations after receipt from the Contractor. (The COR may return the plot sheets if the Contractor fails to properly fill out the inspection sheet, for excessive math errors, failure to sign the form, etc). The Government inspector will compare the Contractor’s plot results with the Government’s results. The COR will inform the Contractor if the quality is acceptable after comparing the Government assurance plots with the Contractor’s plots after the entire unit is brushed. When they are within 5%, the Contractor will be informed that his/her quality control is acceptable for brush removal quality and pay will be calculated based on the Contractor’s plot results.

When the inspector compares the Contractor’s inspection to the Government’s assurance plots prior to the unit being completed, it will only be considered an indication of the progress and not considered an acceptance of the Contractor’s work. The Government does not need to reveal the results of their plots, but will notify the Contractor if it appears that the Contractor’s inspection is greater than 5% from the Government’s. Based on the inspection, the Contactor should be notified as soon as it is apparent that there may be a problem so they can improve in their inspection process if it is does not conform to the standards.

If at unit completion, the Contractors results differ by greater than 5% from the Government’s QA plots, payment will be based on the Government’s plot results.

If the Contractor finds this objectionable, s/he may request a re-evaluation. The FS will then conduct a 2% sample and if the results confirm the Contractors results (or within 5%), payment will be based on Contractor’s results. However, if the 2% sample indicates the Government results are correct (or greater than 5% from the Contractor’s), then payment is based on Government 2% results and Contractor pays for the actual costs associated with the 2% sample.

5. When the Contractor’s work is below 93%, the COR may require the Contractor to rework the unit or portion of the unit where the deficiency occurred. Rework will only be required when the COR determines the deficiencies are correctable (e.g., not enough brush cut). The Contractor will re-inspect this work and the Government will conduct similar surveillance as the original work, but different plot locations. When work cannot be corrected, or at agreement with the Contractor, the Government may accept work with deductions.

C. Work Schedule. The work schedule will be monitored as previously described. When the Contractor does not complete work within the accepted time, the Contracting Officer has several options that allows the Contractor to continue to work but s/he may be assessed the actual damages incurred by the Government for work performed after the performance period.

D. Contractor’s Quality Inspection. As previously described the Contractor’s Quality inspections are very critical to the project. Refer to the FAR 52.246 -4 Inspection of Services for the basis for acceptance or rejection of the Contractor’s inspection and the assessment of Government costs when work is unacceptable.

E. Worksite. The inspector and COR will periodically assess the worksite to assess if it is clean and meets the requirements set forth in the contract. The COR will require the Contractor to clean up the worksite or suspend operations if it is a safety hazard. Final payment will be withheld until the worksite is cleaned, including any material left in the unit.

F. Safe Working Conditions. Safety should be discussed at the pre-work meeting. Emergency numbers and similar information needs to be shared with Contractor. The CO/COR should use “common sense” when dealing with safety on the brush removal site. When there are extreme conditions, such as windy weather where there is the potential for blow-down, the CO/COR should use their contract authority to reduce the safety risks. Example of actions to take include moving the brush work to a safer unit, posting lookouts, dropping portions of a unit, suspending operations with contract time. The COR should use available resources to recognize the potential for winds or other unsafe conditions.

If the Contractor brings safety hazard to the attention of the COR, the COR/CO and Contractor must find resolution. Options for resolution include suspension with contract time, or moving to another area until the hazard (like in the case of wind) has ceased, or altering specifications to avoid the hazard (an example is modifying the contract to not work within a certain distance of snags), or mitigation such as posting a lookout.

When working in areas with high potential for blowdown, falling debris, or similar situations, the Government and Contractor shall gain a mutual understanding relative to the administration of the safety program during the pre-work meeting. If the Contractor fails to follow the safety plan, the CO/COR should issue a Notice of Non-compliance. Refer to Section H and FAR 52.236-13 Accident Prevention.

IV.

Contractor Final Performance Assessment

A. Final Performance Assessment

The COR will document the Contractor’s performance under this contract/task order. The COR will document his/her understanding of the contract requirements, what was actually completed, and the impact or consequences of what was not completed, and any recommendation for rework.

The COR will summarize the Contractor’s performance in the following aspects:

· Quality of brushing and related services (including Quality Control, quality percent, non-compliance issues and corrective action taken.)

· Cost Control

· Timeliness of Performance

· Business Relations

· Customer Satisfaction: Was the Contractor committed to customer satisfaction?

· Would you recommend the selection of this Contractor again (after contract expiration)? Why?

Utilize these ratings along with a short explanation.

· Unsatisfactory = nonconformance issues jeopardize the achievement of contract requirements despite the use of Agency’s resources.

· Poor = overall compliance requires MAJOR agency resources to ensure achievement of contract requirements.

· Fair = Overall compliance requires MINOR Agency resources to ensure achievement of contract requirements.

· Good = Overall compliances does not impact achievement of contract requirements.

· Excellent = There are no quality problems and Contractor goes beyond what is expected of contract to achieve services.

B. Analysis of Performance Assessment Results The Contracting Officer will review each Performance Assessment prepared by the COR. When appropriate, the Contracting Officer may investigate the event further to determine if all the facts and circumstances surrounding the event are considered in the COR opinions outlined on the forms. The Contracting Officer will prepare the final Performance Assessment that will be entered into the Past Performance Database. Prior to entering information, the Contracting Officer will provide a copy of the final performance rating to the Contractor and allow time for the Contractor to provide rebuttal if desired.