Attachment 05 - QASP (Solicitation)_Signed by COR.pdf

USCG Base Miami Beach Grounds Maintenance

70Z08425QAA752700

QUALITY ASSURANCE SURVEILLANCE PLAN

Version – 03/25/2025

For U.S. Coast Guard (USCG) Base Miami Beach (BMB) Grounds Maintenance Contract Number: TBD Contract Description: USCG BMB has a requirement to procure grounds maintenance services for various locations within the BMB area consisting of: BMB, Richmond Heights, Civil Engineering Unit (CEI), Communication Station (COMMSTA), and Card Sound Warehouse Facility.

Contractor’s name: TBD (hereafter referred to as the contractor).

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:

52.246-4 Inspection of Services – Fixed-Price

2. GOVERNMENT ROLES AND RESPONSIBILITIES.

The following personnel shall oversee and coordinate surveillance activities.

a. Contracting Officer (KO) - The KO 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 KO shall also assure that the contractor receives impartial, fair, and equitable treatment under this contract. The KO is ultimately responsible for the final determination of the adequacy of the contractor’s performance.

Assigned KO: Luis J. Torres Organization or Agency: LOG-932 / USCG Telephone: (206) 815-3477 Email: Luis.J.Torres@uscg.mil

b. 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 KO, the COR shall provide documentation to the KO. 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: Boris Abello Telephone: (305) 535-4564 Email: Boris.Abello@uscg.mil

c. Contract Specialist (CS) – The CS administers all aspects of the contract and will be the contractor’s primary point of contact for all contract related matters. The CS will also be responsible for the daily monitoring of the contractor’s performance in the area of contract compliance, contract administration, and reviewing the COR’s assessment of the contractor’s performance.

Assigned CS: Brandy L. Moneymaker Title: Contract Specialist (CS) Telephone: (206) 820-2517 Email: Brandy.Moneymaker2@uscg.mil

3. CONTRACTOR REPRESENTATIVES:

The following employees of the contractor serve as the contractor’s representatives for this contract.

a. Program Manager - <upon award, enter name> Telephone:

Email:

b. Task Manager - <upon award, enter name> Telephone: <enter number> Email: <enter address>

c. Other Contractor Personnel - <upon award, enter name> Title: <enter title> Telephone: <enter number> Email: <enter address>

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.

The Performance Requirements Summary, Section 13.0 in the Performance Work Statement (PWS) includes performance standards. The Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL).

5. INCENTIVES.

The Government shall use past performance as incentive. Incentive shall be based on exceeding, meeting, or not meeting performance standards. Information about incentives can be found in Section 13.0 of the PWS.

6. METHODS OF QUALITY ASSURANCE 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 task manager or on-site representative when a defect is identified and inform the manager of the specifics of the problem. The COR, with assistance from the KO, if needed, shall be responsible for monitoring the contractor’s performance in meeting a specific performance standard/AQL.

a. DIRECT OBSERVATION. The COR will conduct direct observations periodically throughout the month, each month, through surveillance of the sites in which services shall be performed by the contractor in accordance with the PWS. Direct observations will be unscheduled.

b. PERIODIC INSPECTION. The COR will perform periodic inspections throughout the month, each month, through periodic inspections of the sites in which services shall be performed by the contractor in accordance with the PWS and Quality Checklists. Periodic inspections will be unscheduled.

c. VALIDATED USER/CUSTOMER COMPLAINTS. The COR will use validated user/customer complaints to identify deficiencies. Complaints will then be investigated and validated. The COR will confirm complaints, document the findings, and notify the contractor of deficiancies identified.

d. Progress or status meetings.

The contractor shall be available for progress and status meetings per the PWS and provide the resulting deliverables in a timely manner as specified.

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 KO’s actions.

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7. QUALITY ASSURANCE SURVEILLANCE PLAN TABLE

Service Output Performance

Objective

Acceptable Quality Level

(AQL)

Positive Incentive

Negative Incentive

On-Site Working Supervisor (PWS Section 3.2)

Complete in accordance with scheduled service requirements.

No discrepancies per month.

Positive past performance in

CPARS.

2% Reduction in Invoice during any month that AQL thresholds are not met.

Grounds Maintenance (PWS Section 2.0 and Sub-sections)

Complete in accordance with scheduled service requirements.

<3 discrepancies per month.

Positive past performance in

CPARS.

2% Reduction in Invoice during any month that AQL thresholds are not met.

Compliance with all Federal, State, local and USCG regulations and requirements; and industry standards and best management practices. This will include proper training of all contractor employees.

Complete in accordance with scheduled service requirements.

No discrepancies per month.

Positive past performance in

CPARS.

2% Reduction in Invoice during any month that AQL thresholds are not met.

Receipt of all required permits and licenses; ensure compliance with all

Federal, State and/or local regulatory requirements.

Complete in accordance with scheduled service requirements.

No discrepancies per month.

Positive past performance in

CPARS.

2% Reduction in Invoice during any month that AQL thresholds are not met.

Ensure all High Visible Areas are maintained in a manner that promotes growth, a rich green natural color, a neat appearance and free of weeds.

Complete in accordance with scheduled service requirements.

<2 discrepancies per month.

Positive past performance in

CPARS.

2% Reduction in Invoice during any month that AQL thresholds are not met.

Maintain equipment in good, workable condition with safety precautions and requirements a priority.

Complete in accordance with scheduled service requirements.

<2 discrepancies per month.

Positive past performance in

CPARS.

2% Reduction in Invoice during any month that AQL thresholds are not met.

Monthly Schedule / Reports (PWS Section 4.3)

Complete in accordance with scheduled service requirements.

1 discrepancy per month.

Positive past performance in

CPARS.

2% Reduction in Invoice during any month that AQL thresholds are not met.

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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:

EXCEPTIONAL:

Performance significantly exceeds contract requirements to the Government’s benefit.

VERY GOOD:

Performance meets contractual requirements and exceeds some to the Government’s benefit.

SATISFACTORY: Performance meets contractual requirements.

MARGINAL: Performance does not meet some contractual requirements.

UNSATISFACTORY: Performance does not meet contractual requirements.

9. DOCUMENTING PERFORMANCE.

The Government will accurately and thoroughly document the contractor’s performance in accordance with the PWS and QASP.

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 contractual 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 program 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 contractual actions deemed necessary by the KO.

10. FREQUENCY OF MEASUREMENT.

a. Frequency of Measurement.

During contract/order performance, the COR will periodically analyze whether the negotiated frequency of surveillance is appropriate for the work being performed.

b. Frequency of Performance Assessment Meetings.

The COR shall meet with the contractor annually to assess performance and shall provide a written assessment.

Contracting Officer’s Representative Date

PERFORMANCE REPORT

1. CONTRACT NUMBER:

2. Prepared by: (Name of COR)

3. Date and time of observation:

4. Observation:

Prepared by:

CONTRACT DISCREPANCY REPORT (CDR)

1. Contract Number

2. TO: (Contractor Program Manager, Task Manager or on-site representative)

3. FROM: (Name of COR)

4. Date and time observed discrepancy:

5. DISCREPANCY OR PROBLEM:

6. Corrective action plan:

A written corrective action plan is / is not required.

The written Corrective Action Plan will be provided to the undersigned not later than five (5) business days after receipt of this CDR.

Prepared by:

Received by:

Contractor Program Manager, Task Manager or Date on-site representative