ATCH-3_1240BE25Q0007_WAL_QASP.pdf

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US Department of Agriculture (USDA)

Quality Assurance Surveillance Plan

Wallowa-Whitman National Forest: Roadway Maintenance Service

Forest Service Road 5125 Road Repairs, Mt Fanny Communication Site

Solicitation: 1240BE25Q0007 Purchase Order: TBD

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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 Appendix B: USDA Forest Service, Contract Daily Diary Appendix C: Customer Feedback Record Appendix D: Example Guide / Inspection List ................................................................. Error! Bookmark not defined.

Appendix E: Example Quality Assurance Monitoring ....................................................... Error! Bookmark not defined.

Appendix F: Example Customer Complaint Investigation ................................................. Error! Bookmark not defined.

Appendix G: Example Surveillance Activity Checklist ....................................................... Error! Bookmark not defined.

1240BE25Q0007_WAL_QASP3 Page 3 of 18 Pages Project Name Wallowa-Whitman National Forest: 5125 Road Repairs / MT Fanny Communication Site

Solicitation / Contract Number Solicitation: 1240BE25Q0007

Section 1: Introduction This Quality Assurance Surveillance Plan (QASP) is pursuant to the requirements listed in the performance work statement (PWS) entitled Mt. Fanny Access Road Maintenance. 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

1240BE25Q0007_WAL_QASP4 Page 4 of 18 Pages 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

1240BE25Q0007_WAL_QASP5 Page 5 of 18 Pages 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 Specification 811 Surface Maintenance section 811.06 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 34 in month one the COR observed 20 surface maintenance tasks. Of the 20 observed services, 19 were satisfactory. 19 satisfactory observations divided by 20 possible observation equals 0.95 or 95%.

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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.

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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. Surface Maintenance A road surface is maintained to standard when the travel way is free of washboards, potholes, or other irregularities. The surface is smooth, compact, crowned or sloped to drain, without segregation of the surfacing materials. Suitable materials have been recovered and incorporated. Unsuitable materials have been removed.

Ditches and road surface drainage structures function efficiently.

B. 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.

A. Single Lane Roads: Surface maintenance will be measured along the centerline of the roadway. Turnouts are incidental. Measurement will be to the nearest one-tenth (0.1) mile.

B. Double Lane Roads: Surface maintenance will be measured along the centerline of the roadway. Measurement will be to the nearest one-tenth (0.1) mile.

C. 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

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811.06 Acceptable Quality Levels

Acceptance will be determined by visual inspection. If visual inspection finds that all work conforms to performance standards (811.02), the work will be acceptable. If visual inspection finds that occasional work elements do not completely conform to performance standards, but non-conforming work is not representative of the overall quality of work, the work will be acceptable. If visual inspection finds that non-conforming work is representative of the overall quality of work, rework will be required.

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WALLOWA-WHITMAN SPECIAL PROJECT SPECIFICATION

T-834F DRAINAGE STRUCTURE MAINTENANCE

834.01 Description

This work consists of cleaning and reconditioning culverts and other drainage structures.

834.02 Maintenance Requirements

A. Clean drainage structures, inlet/outlet structures, culverts, catch basins, and road shoulders when there are obvious obstructions, impediments, or diversions to water flow. Material shall be removed from catch basins in accordance with Drawing #CB-1.

B. Clean the transition from the ditch line to the catch basin a distance of 3 meters (10 feet) from the catch basin.

Clean outlet channels and lead-off ditches a distance of 2 meters (6 feet). Remove and place debris and vegetation so as to not enter the channel or ditch, or obstruct traffic.

C. Hydraulic flushing of drainage structures is not allowed unless approved in writing by the Forest Service.

D. Cleaning and reconditioning are limited to the first 1 meter (3 feet) of inlet and outlet, determined along the top of the structure. Recondition culvert inlet and outlet by field methods such as jacking out or cutting away damaged metal which obstructs flow. Treat cut edges with a zinc rich coating to reduce or eliminate rusting, in accordance with manufacturer’s recommendations.

E. Shoulder Reconditioning. Remove slide material, vegetation, and other debris from existing shoulders including shoulders in parking areas, turnouts, and other widened areas. Repair soft and unstable areas.

Reshape shoulders to the widths and slopes of original road template.

F. Ditch Reconditioning. Remove slide material, sediment, vegetation, and other debris from existing ditches and culvert inlets/outlets. Reshape ditches and culvert inlets/outlets to achieve positive drainage and uniform ditch width, depth, and grade.

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WALLOWA-WHITMAN SPECIAL PROJECT SPECIFICATION

T-831F DITCH MAINTENANCE

831.01 Description

This Section provides for routine maintenance of various types of ditches to provide a waterway which is unobstructed, as shown on the road listing or marked on the ground.

831.02 Maintenance Requirements

A. Maintain ditches by removing rock, soil, wood, and other materials. Maintained ditches shall function to meet the intent of the original design.

B. Undercutting backslopes during removal operations is not permitted.

C. Suitable material up to 100 mm (4 inches) in greatest dimension removed from the ditches may be blended into existing native road surface and shoulder or placed in designated berm.

D. Do not blend material from ditch cleaning operations into aggregate surfaced roads. Do not blade material across aggregate or bituminous surfaced roads, unless approved in writing by the Government.

E. Haul material to a designated waste area under Section T-832F. Remove excess materials temporarily stored on the ditch slope or edge of the shoulder daily.

F. Remove limbs and wood chunks in excess of 300 mm (12 inches) in length or 75 mm (3 inches) in diameter from ditches and place outside the roadway.

G. Clean road surfaces of all materials resulting from ditch maintenance work.

H. Shape lead-off ditches to drain away from the traveled way.

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WALLOWA-WHITMAN

SPECIAL PROJECT SPECIFICATION (1/07) T-813F SURFACING

813.01 Description

This work consists of placing surface aggregate as staked on the ground, or designated by the Government. It includes preparing the area, furnishing, hauling, and placing all necessary materials and other work necessary to blend with the adjacent road cross section.

813.02 Materials

A. Materials will be Government-furnished unless otherwise stated in C(T)

5.31#. The codes shown in the road listing will be defined as follows:

GFM: government furnished material. Material Source is located:_Rock pit at Mile 0.7 of the project_.

813.03 Maintenance Requirements

A. Thoroughly loosen the area to be surfaced to a minimum depth of 25 mm (1 inch) prior to placement of aggregate.

B. Mixing and Placing

1. Mix surfacing and existing aggregate. Apply water in accordance with Section T- 891F during blading when sufficient moisture is not present to prevent segregation.

Uniformly mix aggregate prior to final shaping and compaction.

2. Spread the material on the prepared area in layers no more than 100 mm (4 inches) in depth.

When more than one (1) layer is required, shape and compact each layer before the succeeding layer is placed. Upon completion, the surfacing shall reasonably conform to the adjacent cross section and provide smooth transitions in the road profile.

3. Accomplish compaction by the following method:

Multiple passes with a CAT D8 size bulldozer or equal.

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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)

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Appendix C: Customer Feedback Record The following document is only an example, which is not all inclusive, that can be revised and used, if applicable, in the QASP as attachments or exhibits.

CUSTOMER FEEDBACK RECORD

DATE AND TIME OF COMPLAINT CONTRACT NUMBER/ OR PROJECT:

SOURCE OF COMPLAINT

ORGANIZATION

INDIVIDUAL

NATURE OF COMPLAINT

PWS REFERENCE

VALIDATION

DATE AND TIME CONTRACTOR INFORMED OF COMPLAINT NAME OF CONTRACTOR REPRESENTATIVE INFORMED OF COMPLAINT

ACTION TAKEN BY CONTRACTOR (Responsible officer):

RECEIVED AND VALIDATED BY

Determination: Complaint Valid Complaint Invalid