Attachment 003 - Non-Hazard Waste QASP.pdf

Quality Assurance Surveillance Plan

For

Municipal Solid Waste and Recyclables Removal Services

November 13, 2024

COR

Taylor Olsen

DATE BEP

CONTRACTING

OFFICER

Ariel Dillon

DATE

13 November 2024

13 November 2024

TABLE OF CONTENTS

Subject Page Number

1. Overview

2. Description of Services/Supply/Product

3. Roles and Responsibilities

4. Contract Quality Requirements

5. Government Surveillance

6. Non-Conforming Performance

7. Data Analysis

8. Acceptance of Services

9. COR Status Report

10. Contractor Performance Assessment Reporting System (CPARS)

11. COR/Quality Assurance Surveillance Files

12. QASP Changes

1. Overview.

1.1. Purpose. The purpose of this Quality Assurance Surveillance Plan (QASP) is to identify the methods and procedures the Government will use to ensure it receives the services under this contract as identified in the Performance Work Statement (PWS).

1.2. Intent. The intent of this QASP is to 1) ensure Contractor performance meets or exceeds contract terms, conditions and specifications; 2) hold the Contractor accountable for quality control; and 3) encourage the Contractor to take appropriate steps to control and improve quality.

Accordingly, the Government will perform surveillance on the contract in accordance with this QASP but reserves the right to monitor the contract in any manner necessary, at any times necessary, and at all places necessary to ensure that the rendered services conform to contract requirements. The Government also reserves the right to perform quality assurance at the Subcontractor level and perform quality assurance at the contractor's place of business, if applicable. Resolution of non-conforming services discovered at the Subcontractor level will be addressed with the prime Contractor.

2. Description of Services.

2.1. Scope of Work. The Contractor shall provide all personnel, equipment (except as otherwise provided), tools, materials, vehicle, supervision, and other items and services necessary to perform municipal solid waste and recyclables removal and recycling services at the Bureau of Engraving and Printing's (BEP) Western Currency Facility (WCF) located at 9000 Blue Mound Road, Fort Worth, TX 76131. The Contractor shall perform to the standards in the contract as well as all local, state and federal regulations. Estimated workload factors and collection requirements are presented in Attachment A.

2.2. Type of Contract. The government will award a Firm –Fixed price contract with a base year and multiple option periods.

3. Roles and Responsibilities.

3.1. Government.

3.1.1. Contracting Officer (CO). The CO is the only person with the authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the Government. Note: The only individual who can legally bind the Government.

3.1.2. Contracting Officer’s Representative (COR) An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

3.1.3. Contract Specialist. The official Government representative delegated authority by the Contracting Officer to administer a contract. This individual is normally a member of the appropriate Contracting/Procurement career field and advises on all technical contractual matters.

3.1.4. Property Administrator. N/A.

3.2. Contractor. A supplier or vendor awarded a contract to provide specific supplies or services to the government. The term used in this contract refers to the prime.

3.2.1. Contract Manager. N/A.

3.2.2. Project Manager. The contractor shall provide a project manager who shall be responsible for the performance of the work.

3.2.3. Quality Manager. N/A.

4. Contract Quality Requirements.

4.1. Contractor’s Quality Control Program. The Contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract.

The Contractor shall ensure services are performed in accordance with this PWS. The Contractor shall identify, prevent, and ensure non-recurrence of defective services.

4.2. Government Quality Assurance. The Government shall evaluate the Contractor’s performance under this contract in accordance with this QASP. This plan is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance and minimum acceptable defect rate(s).

5. Government Surveillance.

5.1. Methods of Surveillance. The following Methods of Surveillance will be utilized in monitoring the Contractors’ performance:

5.1.1. 100% Inspection. N/A.

5.1.2. Random Sampling. N/A.

5.1.3. Periodic Inspection – The Government will utilize Periodic Method Inspection for this contract.

5.1.4. Customer Feedback. N/A.

5.2. Surveillance Schedule. A Surveillance Schedule will be created each month utilizing the, COR Surveillance Schedule, Attachment 3. The schedule is “FOR OFFICIAL USE ONLY” and is not releasable to anyone other than authorized Government personnel. A copy of the Surveillance Schedule will be filed and will become part of the CORs file.

5.3. Surveillance Instructions/Checklists. Surveillance Checklists, Attachment 4, will be utilized and completed when surveillances are conducted.

5.4. Surveillance Documentation. The applicable Surveillance Checklist(s) will be completed when/as Surveillances are conducted. Completed Surveillance Checklist(s) will be filed in CORs file. The file will have ready access to the BEP Office of Acquisition.

6. Non-Conforming Performance. Non-conformance occurs when a Contractor fails to meet Contract or Task Order terms, conditions and/or specifications. All instances of non-conformance will be documented, and the Contractor will be notified. Resolution of non-conformance discovered at the Subcontractor level will be addressed with the prime Contractor.

Non-conformance is classified as either: Level I (Minor); Level II (Major); or Level III (Critical).

6.1. Level I (Minor). Level I non-conformance is not likely to materially reduce the usability of services for their intended purpose or is a departure from established standards having little bearing on completing the contract requirement. Minor non-conformances can usually be corrected on the spot and can be issued to the Contractor through either a verbal or written Contract Discrepancy Report (CDR). However, the Government is still required to document verbal Level I CDRs. The COR may issue verbal Level I CDRs directly to the appropriate level of Contractor management. The COR will notify the CO as soon as practical when a verbal Level I CDR is issued and document them in their Monthly Reports. If the non-conformance cannot be corrected on the spot, the Contractor shall be given a suspense date to correct the deficiency. The CO will issue and sign written Level I CDRs, Attachment 5.

6.2. Level II (Major). Level II non-conformance is likely to result in failure of the services to meet contract requirements. Also, repeated discrepancies, a large number of documented Level I CDRs and trends indicating failure of the Contractor’s quality control program can be classified as Level II CDRs. The CO issues all Level II CDRs in writing, Attachment 5. The COR will notify the CO as soon as practical when a major non-conformance is identified.

6.3. Level III (Critical). Level III non-conformances result in hazardous or unsafe conditions due to the manner in which the services are performed; prevent or impact a vital agency mission as a result of performance; or are for repeated or uncorrected Level II CDRs. The Contracting Office Director or Deputy Director issues written Level III CDRs. The COR is responsible for notifying the CO immediately upon discovery of a critical non-conformance.

6.4. Documenting CDRs. Documentation, as a minimum, will include: the Contract or Task Order number; reference to the specific contract requirement; the specific discrepancy to the requirement; where it was discovered; the date and time it was discovered; Contractor representative who was notified; and the suspense date for Contractor response/corrective action.

6.5. Tracking and Resolving CDRs. All CDRs, verbal and written, regardless of issuer will be included in the COR’s Monthly Report. The COR and CO shall track CDRs to ensure the Contractor identifies and takes appropriate corrective action to the root cause and the specific non-conformance is corrected within the required timeline. The CO will make a final written determination of the Government’s remedies if the non-conformance is not corrected by the Contractor after receiving notice and a reasonable opportunity to correct the work.

7. Data Analysis. N/A.

8. Acceptance of Services. When all services have been deemed acceptable and there is documented objective quality evidence to support acceptable performance the COR will accept the services provided and authorize payment of the Contractor. This is accomplished by approving the Contractor’s Receiving Reports via IPP.

9. COR Status Report. COR Status Reports will be submitted on a Monthly basis to the Contracting Officer. COR Status Reports will provide a synopsis of the Contractors performance for the inclusive dates of the report. The synopsis will contain a summary of: surveillances performed; Customer Feedback, if any; CDRs, if any; an analysis of the Contractors performance; recommended adjustments to surveillance schedules; and any other pertinent contract information. Completed Surveillance Checklists and CDRs, if any, will be included as attachments to COR Status Reports or uploaded separately in the Miscellaneous Documents Section of the CORs’ Online file.

10. Contractor Performance Assessment Reporting System (CPARS). Documented surveillance data (COR Status Reports, Completed Surveillance Checklists, Customer Feedback and CDRs, if any) will be used to support CPARS ratings.

11. COR/Quality Assurance Surveillance Files. The official COR/Quality Assurance Surveillance File will be maintained by the COR.

12. QASP Changes. This QASP is a living document and, as such, may be changed as needed based on Data Analysis (trends), contract modifications, etc. The COR will send any recommended changes to the Contracting Officer for approval and the Contracting Officer must approve all changes.

Attachments:

1. Performance Requirements Summary (PRS)

2. Surveillance Schedule

3. Surveillance Checklist(s)

4. COR Inspection Check List

5. Contract Discrepancy Report, DA Form 5479

Attachment 1

Performance Requirements Summary (PRS)

TECHNICAL EXHIBIT 1 - PERFORMANCE REQUIREMENTS SUMMARY

The Contractor tasks requirements summarizes the performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of work required for each requirement. These thresholds are critical to mission success.

PERFORMANCE REQUIREMENT SUMMARY (PRS) WCF Non-Hazardous Waste Removal and Disposal Services (WCF.)

Performance Objective Performance Standard

Performance Threshold

Incentive / Disincentive

PRS#1. Container Collections

Paragraph 5.2 of PWS.

Container collection shall be on a call-in basis, and or scheduled basis. Contractor shall be contacted via telephone, e-mail or text message, unless call deemed emergency pickup (same day pick within 4 hours), then container shall be picked up before 9:00 AM. next day. Weekend container pickup shall be scheduled by the

COR.

Zero percent deviation

Positive or negative performance in

CPARS

PRS#2. Emergency and Unscheduled Container collections:

The COR may require the Contractor to make emergency or unscheduled waste collections. The Contractor shall respond to emergency calls within 4 hours of the notification by the COR on a 24-hour, 7-day per week basis. For unscheduled collections, the Contractor will respond within 4 hours of notification by the

COR.

Zero percent deviation

Positive or negative

PRS#3. Monthly Reports: The contractor shall generate a monthly report showing the following information: Paragraph 5.5 of PWS.

• Report due the 10th day of the month

• Report shall specify month of report

• Quantity of containers picked up per month

• Date container was picked up

• Provide total weight (tonnage) per container

• Total cost per container pick up

• Pick up ticket number associated with container picked up

• Final destination of municipal solid waste per container

Zero percent deviation

Positive or negative

Attachment 2

Surveillance Schedule, Surveillance Schedule _.pdf

Attachment 3

Surveillance Checklist(s)

COR Inspection Checklist.pdf

SURVEILLANCE

ACTIVITY CHECKLIST.p

TALLY

CHECKLIST.pdf

Attachment 5

Contrac Discrepancy Report, BEP Form 3425

BEP_OA_CDR.pdf

TECHNICAL EXHIBIT 1 - PERFORMANCE REQUIREMENTS SUMMARY