Attachment 1 - Quality Assurance Surveillance Plan - Work Wear.pdf

Quality Assurance Surveillance Plan

For

SAFETY FOOTWEAR SUPPLY SERVICES

WORK WEAR

Add/Insert Contract #TBD

2/29/2024

COR

Leanne Talbot

DATE BEP

CONTRACTING

OFFICER

DATE

2/29/2024

(Place date here)

(Place COR Signature Here) (Place CO Signature Here)

SUMMARY OF REVISIONS

Revision Dated Rev. Page(s) # Content Position Name 4/17/2018 Original Original QASP for safety shoe

BPA.

COR Milton Featherson Jr.

2/29/2024 1 Update to mirror current process and update 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 footwear; 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 objectives of this agreement are to provide the Bureau of Engraving and Printing Western Currency Facility (BEP-WCF) personnel with comfortable quality safety footwear. There is a need for a Contractor to make a variety of shoes and boots available for fitting and selection by BEP-WCF employees at all store locations as well as providing a shoe truck/trailer every other month (odd months) to the site. The Contractor needs to provide employees with professional consultation on the type and proper fit of safety footwear applicable while they try on, select, and procure footwear.

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 the quality of goods sold by random sampling of goods sold to BEP WCF employees to ensure they are marked with ASTM F2413-18.

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

a. The Contractor’s shoe truck/trailer shall be scheduled to visit the WCF one day every other month. On the scheduled day, the mobile footwear vendor shall be onsite and made available to employees on all three shifts. WCF shifts are as follows: Day shift

– 6:00 a.m. to 2:30 p.m., Evening shift – 2:00 p.m. to 10:30 p.m., and Midnight shift from 10:00 p.m. to 6:30 a.m.

The shoe truck will be required to be onsite as follows:

• Midnight and Day shift from 5:30 a.m. to 8:30 a.m., and

• Day and Evening shifts from 2:00 p.m. to 5:00 p.m.

The shoe truck shall arrive 30 minutes earlier to allow for processing at security.

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

c. The entrance for this project is at 8900 Blue Mound Road in Fort Worth, Texas. The

Western Currency Facility is a secure facility. A valid picture ID is required to gain access to the facility.

d. The Bureau of Engraving and Printing will pay up to $145.00 for each pair of footwear selected by an eligible employee. Any additional cost above $145.00 will be the responsibility of the employee to pay and the Contractor shall collect the employee amount due at the time of the sale. This dollar amount may change during the BPA. The Contracting Officer’s Representative (COR) will coordinate with the Contractor the adjust the account and voucher accordingly.

e. The Contractor shall verify that employees are eligible for BEP purchase of safety shoes by employees presenting a completed “Safety Shoe Request and Voucher Form”.

f. All Safety footwear sold must be meet requirements outlined in ASTM F2413-18 “Standard Specification for Performance Requirements for Protective (Safety) Toe Cap Footwear”. The Contractor must provide a selection of styles to include both steel and composite toe safety shoes and boots.

g. The Contractor must provide a variety of styles and sizes of safety footwear for selection to fit a diverse workforce.

h. The Contractor must provide a point of contact with telephone and email addresses to the COR upon award of the contract. The BEP may contact the Contractor via email to place orders via email.

i. Provide an accurate invoice of goods sold within 45 days to the Government.

j. Contractor must provide an environment for selecting shoes that is free from known 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

Standard Performance Threshold

Method of Surveillance

Incentive (Positive or Negative)

SOW Para. III C The Contractor shall provide Safety footwear sold must be meet requirements outlined in ASTM F2413-18

Inspection documentation received within 30 days for annual and semi-annual inspections.

Zero deviation Random Sampling Non-payment till completed.

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

a. The COR shall assure the quality of goods sold by random sampling of goods sold to BEP WCF employees to ensure they are marked with ASTM F2413-18.