Attachment 02 - QASP - Signed.pdf

Quality Assurance Surveillance Plan

For

PRESCRIPTIONG SAFETY GLASSES

Add/Insert Contract #TBD

1/9/2026

COR

Leanne Talbot

DATE BEP

CONTRACTING

OFFICER

DATE

1/9/2026 (Place date here)

(Place CO Signature Here)

SUMMARY OF REVISIONS

Revision Dated Rev. Page(s) # Content Position Name

1/9/2026 Original Original QASP for safety glasses

BPA.

COR Leanne Talbot

TABLE OF CONTENTS

Subject

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 Statement of Work (SOW).

1.2. Intent. The intent of this QASP is to: 1) ensure Contractor performance meets or exceeds contract terms, conditions and specifications of eyewear; and 2) hold the Contractor accountable for quality control, timely and accurate invoicing. 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.

2. Description of Services.

2.1. Scope of Work. The objective of this agreement is to provide WCF personnel with comfortable, quality Rx safety eyewear. There is a need for an optician to visit the BEP to provide comprehensive optical services (eye examinations excluded) on a monthly basis. These services include providing a wide variety frames in multiple styles and colors for onsite fitting.

In addition, the vendor will manufacture Rx safety eyewear in accordance with the specifications noted on each employee’s Rx. The vendor will provide various lenses (single, bi-focal, tri-focal

& progressive), tinted lenses to include gray and transition, and polycarbonate lenses. The vendor will provide employees with professional consultation on the type and proper fit of eyewear, and its applicability to protect against eye hazards in the employee’s daily workplace while they try on, select and procure Rx safety eyewear.

2.2Type of Contract. The government will award a Blanket Purchase Agreement (BPA).

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). The COR will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the

Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the

Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies;

coordinate availability of Government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

3.1.2.1 Quality Assurance Surveillance Plan (QASP):

a. The COR shall assure quality by random sampling of goods sold to BEP WCF employees to ensure they are marked with Z87.

3.2. Contractor. The contractor will be responsible for the following:

a. Employees will be issued only one pair of safety glasses per prescription. Police officers and facilities employees are allowed a second pair of tinted glasses, or one pair with photochromatic lenses, as requested. Those employees wishing to receive frames that exceed the established dollar limit will be required to pay the difference directly to the vendor when the order is placed.

b. The optician shall issue and ensure proper fit of Rx safety eyewear to employees while on site.

c. All Rx safety eyewear must meet all requirements outlined in the most current ANSI

Z87.1 " American National Standard for Occupational and Educational Personal Eye and Face Protection Devices”.

d. The vendor shall provide a variety of styles and sizes of Rx safety eyewear for selection to fit a diverse workforce.

e. The vendor must provide a point of contact with telephone(s) number and email address to the Contracting Officer’s Representative (COR) within 1 week upon award of the contract.

f. The vendor shall provide an accurate invoice of goods sold within 14 days of delivery of safety eyewear to the government.

g. The optician shall be available to employees during the employees scheduled shift.

BEP-WCF shifts are as follows:

• Day shift – 6:00 am to 2:00 pm,

• Evening shift – 2:00 pm to 11:00 pm, and

• Midnight shift – 10:00 pm to 7:00 am

h. The optician will be required to be onsite and span across all shifts and can visit on different days if preferred. The optician shall arrive 30 minutes earlier than scheduled for processing at security. Previous schedules that have worked for the BEP are:

• Example 1: 5:30 am to 8:30 am and 2:00 pm to 5:00 pm

• Example 2: 7:00 am to 9:00 am and 9:00 pm to 11:30 pm

i. The vendor will be scheduled to visit all shifts at WCF once per month.

j. The Contractor must provide the name of the optician at least five working days in advance of arrival so that a visitor access request may be submitted and processed.

k. Unless otherwise stipulated by the government, the Contractor shall begin tasks outlined in this SOW IAW the mutually agreed upon schedule.

l. Within 10 days after the award of the contract, the Contractor shall hold a telephone conference meeting with the WCF COR to review contract requirements and set a schedule to visit the facility through the period of performance. At least 10 days’ notice is required in the event the Contractor needs to change the schedule.

m. Any visit cancellation notice must be directly communicated to the COR or his/her designee.

n. The COR or his/her representative shall escort the contractor to and from the designated work area(s).

o. The Contractor shall coordinate all on-site activities with/through the COR or his/her representative.

p. Comply with all requirements outlined in the WCF EHS Policies and Procedures.

The vendor must provide an environment for selecting safety eyewear that is free from hazards.

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 SOW. The

Contractor shall identify, prevent, and ensure non-recurrence of defective equipment.

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: Random Sampling

5.2. Surveillance Schedule. A Surveillance Schedule will be created for each scheduled visit 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 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. Acceptance of Services. When all services have been deemed acceptable and there is documented objective quality evidence (monthly invoicing) 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.

8. COR Status Report. COR Status Reports will be submitted 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 in the on-line Office of Facilities Support files.

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. Customer Complaint Record, BEP OA Form 3436

3. Surveillance Schedule

4. Surveillance Checklist(s)

5. Contract Discrepancy Report, DA Form 5479

Attachment 1

Performance Requirements Summary (PRS)

The contractor services requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success. Government surveillance of contractor performance is not limited to the Performance Objectives as outlined in this PRS. The Government reserves the right to conduct compliance surveillance of any contractual requirement of this acquisition.

Performance Objective Performance

Threshold Method of

Surveillance Incentive (Positive or Negative)

SOW Para. IV e.

All Rx safety eyewear must meet all requirements outlined in the most current ANSI Z87.1 " American National Standard for Occupational and Educational

Personal Eye and Face Protection Devices”.

Zero deviation Random Sampling

Non-payment till corrected.

SOW Para. IV c.

The vendor will be scheduled to visit all shifts at WCF once per month.

Zero deviation

Schedule Review

Negative CPARS

Attachment 2

Surveillance Schedule, Surveillance Schedule edit 2.pdf

Attachment 3

Surveillance Checklist(s)

COR Inspection Checklist 1.pdf

Attachment 4

Contract Discrepancy Report, BEP Form 3425

CDR -BEP OA Form 3425.pdf