Siretta_QASP_Fuel_reduction.doc

Quality Assurance Surveillance Plan –

Siretta Roadside Dead and Hazardous tree removal Contract No.:

Task Order Number:

Task Order 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:

52.212-4 -- Contract Terms and Conditions -- Commercial Items.

2. Government Roles and Responsibilities.

The following personnel shall oversee and coordinate surveillance activities.

a. 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.

Assigned CO: TBD

Agency:

Telephone:

Email:

b. Acquisition Manager (AM) - The AM acts as an acquisition consultant and serves as liaison between the CGS and the requesting program office, as well as liaison between the Management Activity (MA) and the supporting contracting office.

Assigned AM: TBD

c. 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 CO, the COR shall provide documentation to the CO. 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: TBD

d. Other Key Government Personnel - This may include Performance Monitors, Inspectors, sub-CORs, etc. who act on behalf of the COR to monitor performance.

Technical Expert: TBD Name/Title:

Phone:

Field Performance Inspectors: TBD Name/Title:

Phone:

3. Contractor Representatives:

The following employees of the contractor serve as the contractor’s Technical Point of Contact and Contractual Point of Contact for this contract.

a. Technical Point of Contact:

b. Contractual Point of Contact:

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. Performance standards are fairly generic for drafting Refuge Habitat Management Plans, and shall be stated as below:

Acceptance Criteria:

The Contractor and staff will draft a schedule for the completion XXXX

5. Incentives – Positive Performance Evaluation

6. Methods of QA 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 technical manager/on-site representative when a defect is identified and inform the manager of the specifics of the problem. The COR, with assistance from the AM, 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.)

The designated field project inspector (FPI) for each project provides direct observations of contractor activities as the contractor works with refuge staff to draft the refuge’s HMP.

b. PERIODIC INSPECTION. (Uses a comprehensive evaluation of selected outputs. Inspections may be scheduled [Daily, Weekly, Monthly, Quarterly, or annually] or unscheduled, as required.)

The Technical Expert reviews all tasks to ensure that each document technically complies with agency’s policy.

c. RANDOM SAMPLING. (Designed to evaluate the outputs of the award requirement by randomly selecting and inspecting a statistically significant sample. Highly recommended for large quantity repetitive activities with objective and measurable quality attributes.)

NOT APPLICABLE

d. Progress or status meetings.

The Contractor shall be responsible for providing the COR and FPI with monthly progress reports on status of task order.

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

The COR shall evaluate Contractor-submitted invoices and consult with the FPIs to evaluate and compare costs versus project progress.

The COR and FPIs shall evaluate the Contractor-submitted monthly progress reports and provide feedback.

f. Performance reporting. (Evaluate metrics for a specific time period. Develop metrics or use metrics found in MIS.)

Refer to above for evaluation of costs for a specific time frame/period.

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.

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:

9. DOCUMENTING PERFORMANCE.

The designated Field Project Inspector (FPI) shall keep a written diary of all contract- and contractor-related project activities.

a. Acceptable Performance.

The Government shall document positive performance. A report template is attached. Any report may become a part of the supporting documentation for fixed fee payments, award fee payments, or other actions.

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.

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 task 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, fixed fee deductions, award fee nonpayment, or other actions deemed necessary by the KO.

10. Frequency of Measurement.

a. Frequency of Measurement.

During contract/order performance, the COR shall take periodic monthly measurements as specified in the AQL column of the Performance Standards Summary Matrix, and shall analyze whether the negotiated frequency of measurement is appropriate for the work being performed.

b. Frequency of Performance Assessment Meetings.

The COR shall communicate with the contractor and FPI on a monthly basis to assess performance and shall document performance if unacceptable.

Prepared by:

Signature – Contracting Officer’s Representative