ATCH-03_1240BE26Q0001_QASP.pdf

1240BE26Q0001 QASP

US Department of Agriculture (USDA)

Quality Assurance Surveillance Plan

Road Maintenance Service for the Wallowa-Whitman National Forest

Cashe Creek / FSR 3900

Solicitation: 1240BE26Q0001 Purchase Order: TBD

Contents Project Name Solicitation / Contract Number Section 1: Introduction

1.1 Purpose

1.2 QASP Relation to the Contract

1.2.1 QASP Revisions

1.2.2 Surveillance of Performance Progression

1.3 QASP Relation to the Quality Control Plan (QCP)

Section 2: Performance Description

2.1 Performance Standards and Acceptable Quality Levels (AQLs)

2.1.1 Allowable Deviation

2.1.2 Substantially Complete

2.2 Non-Performance

2.2.1 Documentation

2.2.2 Remedial Actions

Section 3: Contractor and Government Responsibilities

3.1 Contractor Responsibility

3.2 Government Responsibility

3.2.1 Contracting Officer (CO)

3.2.2 Contracting Officer Representative (COR)

3.2.3 Customers

Section 4: Surveillance Methods to Perform Quality Assurance

4.1 Surveillance Methods

4.2 Analysis and Results

Appendix A: Maintenance Standards and Quality Levels Maintenance Standards and Quality Levels 811 Roadway Surface Maintenance Maintenance Standards and Quality Levels 834 Roadway System Drainage Maintenance Maintenance Standards and Quality Levels 842 Roadway Vegatation Maintenance Appendix B: Contract Daily Diary

Project Name 2025 Cache Ck access / FSR 3900

Solicitation / Contract Number Solicitation: 1240BE26Q0001

Section 1: Introduction This Quality Assurance Surveillance Plan (QASP) is pursuant to the requirements listed in the performance work statement (PWS) entitled 2025 Cache Ck access / FSR 3900. This plan sets forth the procedures and guidelines that the USDA, Wallowa-Whitman National Forest will use in ensuring the required performance standards or services levels are achieved by the contractor.

1.1 Purpose

The purpose of the QASP is to describe the systematic methods used to measure performance and to identify the reports required and the resources to be employed. The QASP provides a means for evaluating whether the contractor is meeting the performance standards identified in the PWS. This QASP is designed to define roles and responsibilities, identify the performance objectives, define the methodologies used to monitor and evaluate the contractor’s performance, describe quality assurance reporting, and describe the analysis of quality assurance monitoring results.

1.2 QASP Relation to the Contract

1.2.1 QASP Revisions

The Contracting Officer Representative (COR) may make revisions or changes to the QASP procedures and surveillance methods or increase or decrease the degree of surveillance methods at any time during the contract performance period. Changes to the Metric must be incorporated into the PWS, Performance Requirement Summary (PRS) and QASP by a bilateral modification to contract that is issued by the Contracting Officer (CO). A copy of the QASP is provided to the contractor to enable the contractor to enhance its Quality Control (QC) program to perform in accordance with its Quality Control Plan (QCP).

1.2.2 Surveillance of Performance Progression

As the performance period progresses, the levels of surveillance may be altered for service areas where performance is either consistently excellent or unsatisfactory. If consistently good performance, then the amount of surveillance may be reduced. If observations reveal consistent deficiencies, increased surveillance may be implemented.

1.3 QASP Relation to the Quality Control Plan (QCP)

The QCP is a required element of contract and the Contractor shall adhere to its established quality control processes and procedures in managing and performing work as described in the contract. While the QCP represents the way in which the Contractor will ensure its quality and timeliness of services, as defined in the PWS, the QASP represents the way in which the Government personnel specified in Section 3: Contractor and Government Responsibilities, Paragraph 3.2, Government Responsibilities will evaluate the contractor’s performance. The contractor’s QC program and the residual organization’s QASP should be complementary programs that ensure successful contractor performance.

Section 2: Performance Description Performance of the contractor will be monitored through the surveillance methods described in Section 4: Surveillance Methods to Perform Quality Assurance to assess the Contractor’s performance against PWS requirements.

2.1 Performance Standards and Acceptable Quality Levels (AQLs) For selected activities in the PWS, the PRS provides a performance standard and an AQL. A performance standard is the expected level of contractor performance. An AQL defines the level of performance that is satisfactory. Depending on the service evaluated and the evaluation method selected, performance standards and AQLs may be stated as a number of occurrences or as a percentage. Performance standards and AQLs for random sampling and 100 percent inspection are generally stated as percentages. For periodic inspections, performance standards may be stated as either percentages or as absolute numbers.

The contract requires the Contractor to perform all work as specified. Any inaccuracies or omissions in services or products are referred to as “defects” on the part of the Contractor. The Contractor shall be responsible for all identified defects and may be required to perform the work at no cost to the government. The AQLs take into account that in some instances an allowable level of deficiencies (deviations) is possible while overall performance continues to meet the government’s desired level of service.

2.1.1 Allowable Deviation

The AQLs define the level or number of performance deficiencies the Contractor is permitted to reach under this contract. AQLs take into account the difference between an occasional defect and a gross number of defects. AQLs can be expressed as a percentage of or as an absolute number (e.g., three per month). There may be instances where 100 percent compliance is required, and no deviation is acceptable (e.g., where safety is involved).

2.1.2 Substantially Complete

In some cases, service outputs are evaluated using subjective values (e.g., excellent, satisfactory, unsatisfactory). The criteria for acceptable performance and for defects must be defined for these service outputs. The concept of “substantially complete” should be the basis for inspections based on subjective scales. Work is considered “substantially complete” where there has been no significant departure from the terms of the contract and no omission of essential work. In addition, the Contractor has performed the work required to the best of its ability and the only variance consists of minor omissions or deficiencies.

2.2 Non-Performance

Non-performance occurs when the contractor’s performance does not meet the AQL for a given requirement.

Requirements may contain multiple performance elements, and therefore, deficiencies may occur in one or more aspects of performance (e.g., timeliness, accuracy, completeness, etc.) or subject areas of effort.

When surveillance indicates that the contractor's service output is not in compliance with the contract requirements, the Contracting Officer’s Representative (COR) must determine whether the Contractor or the Government caused the deficiency. If the cause of the defect rests with the Government, corrective action must be taken through Government channels. If the cause of the defect is due to action or inaction by the contractor, the contractor is responsible for correction of the problem at no additional expense to the Government.

2.2.1 Documentation

Documentation of work non-performed or unacceptable work is essential for tracking Contractor performance. The COR will document deficient work by compiling facts describing the inspection methods and results and to substantiate nonconformance with the contract. A sample documentation reporting form is provided in Appendix B, Example Discrepancy Report. The documentation, with any recommendations, will be forwarded to the CO. In the case of the Contractor, the COR will decide whether to elevate the problem to the CO for corrective action.

2.2.2 Remedial Actions

The Federal Acquisition Regulation allows for penalties in the event that the Contractor fails to perform the required services. Penalties are defined as those actions taken under the direction of the CO against the contractor within the general provisions of the contract for nonconformance to the PWS and PRS.

Section 3: Contractor and Government Responsibilities

3.1 Contractor Responsibility

The Contractor is responsible for delivering products or services in accordance with the contract. Implementing its QCP, which describes the Contractor’s methods for ensuring all products and services under the contract meet established performance standards and AQLs. Maintaining, and providing for audit, quality control records and reports and all records associated with the investigation and complaint resolutions. Appointing a single quality control point-of-contact to act as a central recipient of communication from the COR or CO.

3.2 Government Responsibility

3.2.1 Contracting Officer (CO)

The CO is responsible for administering and monitoring contract compliance, contract administration, and cost control and for resolving any differences between the observations documented by COR and the contractor’s performance. The CO may delegate various day-to-day contract administration duties to a Administering ACO (ACO) and/or the COR for performance management and administrative actions such as invoice approval and issuance of Contract Discrepancy Reports may be, and normally are, delegated by the CO to the COR. The CO shall approve any revisions to the QASP processes or standards.

3.2.2 Contracting Officer Representative (COR)

The COR, is designated in writing, by the CO. The COR will ensure that the QA function is properly executed, plays a key role in contract administration and performs the contract surveillance and monitoring. Some key contract administration duties include, but are not limited to, performs surveillance as required by this QASP; make recommendations to the CO for issuance of Contract Discrepancy Reports or letters of commendation and acceptance or rejection of completed work and for administrative actions based on unsatisfactory or non-performed work, and revisions or changes to the QASP;

and assists the CO in identifying necessary contract modifications and preparing reports of Contractor performance and cost.

The COR may use the form(s) included in the Appendices to perform the inspection or other forms as approved by the

CO.

3.2.3 Customers

Customers or organizations/offices that the Contractor provided support may be requested to assist the COR in conducting QA to provide information relating to the Contractor’s performance through Customer Feedback.

Information gained from the Customer Feedback may be used in conjunction with other methods of observation to rate the performance of the Contractor.

Section 4: Surveillance Methods to Perform Quality Assurance

4.1 Surveillance Methods

The surveillance methods used in the QA process are the Government’s tools to monitor the Contractor’s products and services. The best means of determining whether the Contractor has met all contract requirements is to inspect the Contractor’s service products and analyze the results. Further, documented inspection results are an effective tool in contract administration that can confirm the successful achievement of all performance requirements or highlight areas where defects exist and improvements are necessary.

4.1.1 Performance Standards and AQLs

Acceptable Quality Level (AQL): AQL will be accomplished by visual inspection on site as compared to Specifications in Appendix A.

4.1.2 Calculating Acceptable Quality Level, AQLs

Acceptable quality levels AQL will be calculated by dividing the number of acceptable occurrences observed by the number of possible occurrences observed. For example: Paragraph 3.2 in month one the COR observed 20 surface maintenance tasks. Of the 20 observed services, 19 were satisfactory. 18 satisfactory observations divided by 20 possible observation equals 0.95 or 95%.

4.2 Analysis and Results

When the inspections and validations have been completed, the COR will perform an analysis of the Contractor’s performance. The purpose of the analysis is to ensure Government is receiving high-quality products and services from the Contractor. The COR will review the results, rate the Contractor’s compliance with the performance standards and AQLs, and characterize the Contractor’s overall performance. Analysis of all types of contract monitoring will result in one of the following outcomes:

Performance Rating Criteria

Exceptional Performance meets contractual requirements and exceeds many to the Government’s benefit. The contractual performance of the element or sub-element being evaluated was accomplished with few minor problems for which corrective actions taken by the contractor were highly effective.

Very Good Performance meets contractual requirements and exceeds some to the Government’s benefit. The contractual performance of the element or sub-element being evaluated was accomplished with some minor problems for which corrective actions taken by the contractor were effective.

Satisfactory Performance meets contractual requirements. The contractual performance of the element or sub-element contains some minor problems for which corrective actions taken by the contractor appear or were satisfactory.

Marginal

Performance does not meet some contractual requirements. The contractual performance of the element or sub-element being evaluated reflects a serious problem for which the contractor has not yet identified corrective actions. The contractor’s proposed actions appear only marginally effective or were not fully implemented.

Unsatisfactory Performance does not meet most contractual requirements and recovery is not likely in a timely manner. The contractual performance of the element or sub-element contains a serious problem(s) for which the contractor’s corrective actions appear or were ineffective.

Appendix A: Maintenance Standards and Quality Levels

811 SURFACE MAINTENANCE

811.01 Service Required

Smooth and shape native or aggregate surfaced roads including traveled way, shoulders, turnouts, and intersections.

Reshape or recondition ditches, water bars, and drain dips.

811.02 Performance Standards

A road surface is maintained to standard when the surface is shaped to drain, and where ditches and road surface drainage structures function efficiently. The road surface has no continuous ruts or rills, and no large concentrations of unsuitable materials remain.

When ordered by the Contracting Officer to work in a weed infested area the contractor will be required to prevent spreading the infestation into un-infested areas by cleaning vehicles and equipment. The contractor will use wash stations approved by the Contracting Officer.

811.03 Location of Work

As specified on roads listed on the road listing, shown on the plans, marked on the ground, or as ordered by the Contracting Officer. Locations of weed infested areas are marked on the ground. Do not operate in the weed infested areas unless ordered to do so by the Contracting Officer.

811.04 Measurement

Measurement under this Section will be made by the total number of units for each item listed in the SCHEDULE OF ITEMS completed and accepted.

Road Mile: Work activity will be measured along the centerline of the road regardless of the number of lanes.

811.05 Payment

The accepted quantities will be paid at the contract price per unit of measurement for the Section 811 pay items listed in the schedule of items. Payment will be full compensation for the work prescribed in this Section.

Pay Item Pay Unit

811(1) Surface Maintenance Level 4 & 5 roads Single Lane Mile 811(2) Surface Maintenance Level 4 & 5 roads Double Lane Mile 811(3) Surface Maintenance Level 3 roads Single Lane Mile 811(4) Surface Maintenance Level 3 roads Double Lane Mile 811(5) Surface Maintenance Level 2 roads Single Lane Mile 811(6) Surface Maintenance Level 2 roads Double Lane Mile 811(7) Shoulder Maintenance Road Mile

811.06 Acceptable Quality Levels

Description Major Minor Allowable Defects Required Defect Defect Major Minor Major

Surface Irregularities

Potholes greater than 2" deep and wider than 1 foot

Potholes 2” or less deep and 1 foot or less wide X per unit X per unit Rework if X major d

Washboards greater than 1" deep

Washboards less than 1" deep and not exceeding 20 feet long

X per unit X per unit Rework if

Road Cross Section

Road surface does not drain properly and causes erosion, or obstructs high clearance vehicles

Road surface does not drain properly, but does not cause erosion

0 X per unit Rework if

Oversized Material Objects in traveled way that obstruct high clearance vehicles

Debris in traveled way that may impede high clearance vehicles

0 X per unit Rework

Backslopes Undercut backslope will result in destabilization of slope

Undercut backslope will not result in destabilization of slope

0 X per unit Repair an

Compaction Visible displacement occurs under hauling or spreading equipment

N/A 0 X per unit Rework

Ditches and Road Drainage Structures

Impeded flow or water diverted out of drainage structures

< 20% impeded, but water will stay in the channel 0 X per unit Rework

Working outside of project limits Area contains invasive weeds N/A 0 N/A

Repair an as directe Contractin

* Units have the option to choose a pay reduction in lieu of rework. However, each unit must establish a threshold where rewo for each defect.

Intent and use: User to establish threshold for the acceptable level of quality.

834 ROADWAY DRAINAGE SYSTEM MAINTENANCE

834.01 Service Required

Clean and recondition roadway drainage systems including culverts, ditches, inlet and outlet channels, catch basins, and appurtenances.

834.02 Performance Standard

Drainage system maintenance is complete when no obstruction remains in the defined area adjacent to the structure or in ditches which would have the potential to block water from entering the structure, back water into the structure (except for structures designed to function in a back-flooded manner) or divert water outside the defined channel. Equipment operation in live streams or hydraulic flushing of drainage structures is not permitted.

When ordered by the Contracting Officer to work in a weed infested area the contractor will be required to prevent spreading the infestation into un-infested areas by cleaning vehicles and equipment. The contractor will use wash stations approved by the Contracting Officer.

834.03 Location of Work

As specified on roads listed on the road listing, shown on the plans, marked on the ground and/or ordered by the Contracting Officer and;

1. Drainage structures including inlet structures, culverts, catch basins, inlet/outlet channels, and ditches within the area shown on the plans or in the supplemental specifications.

2. Culverts - a minimum external horizontal distance of 10 feet in any direction from the inlet and outlet end and a minimum internal distance of 3 feet from the inlet and outlet ends.

3. Ditches adjacent to the roadbed.

4. This work does not include bridges, cattleguards, drain dips, or water bars.

5. Do not operate in the weed infested areas marked on the ground unless ordered to do so by the Contracting Officer.

834.04 Measurement

Measurement under this Section will be made by the total number of units for each item listed in the SCHEDULE OF ITEMS completed and accepted.

Mile: Work activity will be measured along the centerline of the road regardless of the number of lanes.

834.05 Payment

A. The accepted quantities will be paid at the contract price per unit of measurement for the Section 834 pay items listed in the schedule of items. Payment will be full compensation for the work prescribed in this Section.

Pay Item Pay Unit

834(1) Clean and Recondition Culverts 24 inch Diameter and under Each 834(2) Clean and Recondition Culverts Over 24 inch through 48 inch Each Diameter 834(3) Clean and Recondition Culverts Over 48 inch Diameter Each 834(4) Clean Ditches Mile 834(5) Clean Ditches and Drainage Structures Mile 834(6) Clean Drainage Structures Mile

QASP 1240BE25Q0003

834.06

Description Major Minor Allowable Defects Required Action

Defect Defect Major Minor Major Minor

Blocked Culverts Greater than 20 % of end area blocked

20% or less of end area blocked 0 0 per unit Rework Rework if greater than 0 minor defects *

Damaged Culvert Inlet/outlets

Greater than 20 % of end area blocked

20% or less of end area blocked 0 1 per unit Rework Rework if greater than 1 minor defects *

Impeded flow for ditches, inlet/outlet channels, and catch basins water will be diverted out of the drainage structure or system

< 20% impeded, but water will stay in the channel. 0 0 per unit Rework Rework if greater than 0 minor defects *

Debris on Road (ML 4-5) produced by Service Provider operations.

Any debris in traveled way

N/A

0 N/A Rework N/A

Debris on Road (ML 3) produced by Service Provider operations.

Debris in traveled way that may impede traffic.

Debris in traveled way that may slow traffic. 0 1 per unit Rework Rework if greater than 1 minor defects *

Debris on Road (ML 2) produced by Service Provider operations.

Objects in traveled way that obstruct high clearance vehicles

Debris in traveled way that may impede high clearance vehicles

0 3 per unit Rework

Rework if greater than 3 minor defects *

Aggregate Surface Quality

Gradation of surface aggregate is degraded by more than 10 %

Gradation of surface aggregate is degraded by 10 % or less

0 X per unit Rework

Rework if greater than X minor defects *

Backslopes

Undercut backslope will result in destabilization of slope

Undercut backslope will not result in destabilization of slope

0 1 per unit

Repair and Stabilize

Revegetate if greater than 1 minor defects *

Vegetation woody vegetation within 5 feet of the inlet end of drainage structures or in ditches that interferes with flow low growing vegetation within 5 feet or more of inlet end of drainage structures or in ditches that does not interfere with flow

0 N/A Remove Leave in place

Work Area Management

Not following approved safety plan which may include signs, flaggers, and other temporary traffic control measures

Not following approved safety plan which may include signs, flaggers, and other temporary traffic control measures

0 0 Suspend work until in compliance

Suspend work until in compliance

Working outside project limits

Area contains invasive weeds N/A 0 N/A

Repair and treat affected areas as directed by the

N/A

Contracting Officer

* Forests have the option to choose a pay reduction in lieu of rework. However, each unit must establish a threshold where rework is required and define pay reductions for each defect.

842 ROADWAY VEGETATION MAINTENANCE

842.01 Service Required

Remove vegetation, including trees, on roadway surfaces and roadsides.

842.02 Performance Standard

Roadway vegetation maintenance is complete when the vegetation has been removed from the designated treatment area which interferes with traffic, obscures signs, impedes the flow of water or diverts water from drainage structures.

Vegetation shall be removed to a maximum height of 6 inches above ground surfaces. Trees larger than 8 inches dbh are designated to remain.

When ordered by the Contracting Officer to work in a weed infested area the contractor will be required to prevent spreading the infestation into un-infested areas by cleaning vehicles and equipment. The contractor will use wash stations approved by the Contracting Officer.

842.03 Location of Work

As specified on roads listed on the road listing, shown on the plans, marked on the ground or ordered by the Contracting Officer.

The treatment area will be SHOWN ON THE PLANS. If plans or supplemental specifications are not included, the treated area includes the roadbed measured from center line to bottom of ditch, or defined road edge, plus an additional 6 feet on each side. If there is no defined road edge, or a ditch does not exist, the treated area is 14 feet from both sides of center line of the road. Provide a vertical clearance of 14 feet measured from the road surface elevation.

Locations of weed infested areas are marked on the ground. Do not operate in the weed infested areas unless ordered to do so by the Contracting Officer.

842.04 Measurement

Measurement under this Section will be made by the total number of units for each item listed in the SCHEDULE OF ITEMS completed and accepted.

A. Mile: Work activity will be measured along the centerline of the road regardless of the number of lanes.

842.05 Payment

A. The accepted quantities will be paid at the contract price per unit of measurement for the Section 842 pay items listed in the schedule of items. Payment will be full compensation for the work prescribed in this Section.

Pay Item Pay Unit

842(1) Vegetation Maintenance Level 4&5 roads Mile 842(2) Vegetation Maintenance Level 3 roads Mile 842(3) Vegetation Maintenance Level 2 roads Mile

842.06

Description Major Minor Allowable Defects Required Action Defect Defect Major Minor Major Minor

Tree damage Damage to more than 30% of the tree bole

Damage to 30% or less of the tree bole X per unit X per unit Remove or Treat Treat

Horizontal Clearance More than 20% not cleared to limits

20% or less not cleared to limits 0 X per unit Rework Rework if greater than X minor defects *

Vertical Clearance More than 20% not cleared to limits

20% or less not cleared to limits 0 X per unit Rework Rework if greater than X minor defects * Height above ground surface

More than 20% not cleared to limits

20% or less not cleared to limits 0 X per unit Rework Rework if greater than X minor defects *

Drainage Impeded flow or water diverted out of drainage structures.

20% or less impeded, but water will stay in the channel.

0 X per unit Rework Rework if greater than X minor defects *

Oversized Material (Level 3)

Material greater than 3" diameter and 12" in length remaining on the road surface

Material 1” - 3" in diameter and 36" in length remaining on the road surface

0 X per unit Rework Rework if greater than X minor defects *

Material greater than 3" diameter and 36" in length remaining on the roadway drainages or has the potential to move into drainages.

Material 1” - 3" in diameter and greater 36" in length remaining on the roadway slopes and drainages or has the potential to move into drainages.

X per unit X per unit Rework if greater than X minor defects *

Rework if greater than X minor defects *

Concentrations (Level 3-5) Any concentrations that affect sight distance N/A 0 0 Rework N/A

Work Area Management

Not following approved safety plan which may include signs, flaggers, and other temporary traffic control measures

Not following approved safety plan which may include signs, flaggers, and other temporary traffic control measures

0 0 Suspend work until in compliance

Suspend work until in compliance

Working outside of project limits Area contains invasive weeds N/A 0 N/A

Repair and treat affected areas as directed by the Contracting Officer

N/A

* Forests have the option to choose a pay reduction in lieu of rework. However, each Forest must establish a threshold where rework is required and define pay reductions for each defect.

Appendix B: USDA Forest Service, Contract Daily Diary

USDA - Forest Service FS-6300-0020 Rev 01/17

CONTRACT DAILY DIARY

(Reference FSH 6309.32)

1. FOREST

2. CONTRACT NO.

3. PROJECT

4. CONTRACTOR 5. CONTRACTOR

REPRESENTATIVE ON SITE

6. GOVERNMENT OFFICIALS ON SITE

7. DATE 8. DAY OF WEEK 9. TIME ARRIVED 10. TIME DEPARTED 11. WEATHER

12. TEMPE

Min.

RATURE °F.

Max.

13. GROUND CONDITION 14. CONTRACT TIME 15. DAYS USED 16. COMPLETION DATE

17. TIME USED (%) 18. WORK COMPLETED (%) 19. WORK ON SCHEDULE 20. CONTRACTOR'S WORK - (X Appropriate Box)

YES NO Acceptable Unacceptable - Explain in narrative

21. CHANGE ORDERS/AMENDMENTS ISSUED 22. WORK ORDERS ISSUED (Include SUSPEND/RESUME)

23. MATERIALS FURNISHED TO JOB SITE (Furnished By: G-Govt.; C-Cont.; S-Subcont.) 24. LIST EQUIPMENT ON SITE (Furnished by G-Govt.; C-Cont.; S-Subcont.)

Type Contract Item Number and Location of Use Hours Used

25. LIST CONTRACT PAYMENTS, REPORTS, CORRESPONDENCE, ETC. 26. WORKERS ON SITE Number

Item Prep Submit Classification PRIME SUB

27. GOVERNMENT PROVIDED SERVICES ADEQUATELY AND TIMELY

YES NO - Explain in narr ativ e

28. NARRATIVE REPORT

29. SIGNATURE 30. TITLE 31. ADDTL SPACE NEEDED

(continued on 6300-21)