Attachment 2 - HVAC Water Treatment - QASP.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

Applicable for the

Aberdeen Proving Ground (APG) HVAC Water Treatment Contract

1.0 INTRODUCTION

This Quality Assurance Surveillance Plan (QASP) is pursuant to the requirements listed in the performance work statement (PWS) for HVAC Water Treatment at the Aberdeen Proving Ground.

1.1 PURPOSE

The role of the Government in quality assurance (QA) is to ensure contract standards are achieved. The purpose of the QASP is to identify the methods and procedures the Government will use to evaluate Contractor actions while performing the requirements in the PWS. It is designed to provide an effective surveillance method by monitoring Contractor performance for each listed performance objective in the Performance Requirements Summary (Section 3.0)

1.2 AUTHORITY

Authority for issuance of this QASP is provided under Contract Section E – Inspection and Acceptance, which provides for inspections and acceptance of the articles, services, and documentation called for in task orders to be accomplished by the Contracting Officer or his duly authorized representative. Authority from the FAR can be found at FAR 37.604, FAR 46.401, and DFARS 246.401.

1.3 SCOPE

To fully understand the roles and the responsibilities of the parties, it is important to first define the distinction in terminology between the Quality Control Plan and the Quality Assurance Surveillance Plan. The Contractor, and not the Government, is responsible for management and quality control actions necessary to meet the quality standards set forth by the contract and follow-on task orders. The Contractor develops and submits (if requested) his Quality Control Plan (QCP) for Government approval in compliance with his contract deliverables. Once accepted, the Contractor then uses the QCP to guide and to rigorously document the implementation of the required management and quality control actions to achieve the specified results. The QASP on the other hand, is put in place to provide Government surveillance oversight of the Contractor’s quality control efforts to assure that they are timely, effective and are delivering the results specified in the contract or task order. The QASP is not a part of the contract nor is it intended to duplicate the Contractor’s QCP. The Government may provide the Contractor an information copy of the QASP as an Attachment to the solicitation to support the Contractor’s efforts in developing a QCP that will interrelate with the Government’s QASP. The QASP has been developed by the requiring activity. It is designed to provide direction to personnel performing contract surveillance activities. Personnel surveying contract terms and conditions and PWS requirements will periodically review the QASP throughout the live of the contract.

2.0. ROLES AND RESPONSIBILITIES

2.1 GOVERNMENT ROLES

The following definitions for Government resources are applicable to this plan:

2.1.1 Contracting Officer - A person duly appointed with the authority to enter into, administer, or terminate contracts and make related determinations and findings on behalf of the Government.

2.1.2 Contracting Officer’s Representative (COR) - An individual designated in writing by the Contracting Officer to act as his authorized representative to assist in administering a contract.

The source and authority for a COR is the Contracting Officer. COR limitations are contained in the written letter of designation.

2.1.3 Technical Monitor (TM) - An individual designated in writing by the Contracting Officer to act as support to the COR in monitoring contractor performance and completion of the contract.

The source and authority for a TM is the Contracting Officer. TM limitations are contained in the written letter of designation.

2.2 RESPONSIBILITIES

The Government resources shall have responsibilities for the implementation of this QASP as follows:

2.2.1 Contracting Officer – The Contracting Officer ensures performance of all necessary actions for effective contracting, ensures compliance with the terms of the contract and safeguards the interests of the United States in the contractual relationship. It is the Contracting Officer that assures the Contractor receives impartial, fair, and equitable treatment under the contract. The Contracting Officer is ultimately responsible for the final determination of the adequacy of the Contractor’s performance.

2.2.2 COR - The COR is responsible for technical administration of the project and assures proper Government surveillance of the Contractor’s performance. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf. Any changes that the Contractor deems may affect contract, price, terms, or conditions shall be referred to the Contracting Officer for action.

2.2.3 TM – The TM is responsible for verifying that the Contractor performs the technical requirements of the contract in accordance with the contract terms, conditions and specifications and performs surveillance of the Contractor’s performance. The TM is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf. The TM will record and report incidents of faulty or nonconforming work, delays or problems to the COR and the Contracting Officer. In addition, the TM is to submit a monthly report concerning performance of services rendered under this contract to the COR. Any changes that the Contractor deems may affect contract, price, terms, or conditions shall be referred to the Contracting Officer for action.

3.0 METHODS OF QA SURVEILLANCE

The acceptable quality levels (AQL) located in Attachment 1, Performance Requirements Metrics Table, for contractor performance, are structured to allow the contractor to manage how the work is performed while providing negative incentives for performance shortfalls. All are keyed to the relative importance of the task to the overall mission performance.

3.1 The below listed methods of surveillance shall be used in the administration of this QASP.

3.1.1 Customer Feedback – Customer feedback may be obtained either from the results of formal customer satisfaction surveys or from random customer complaints/suggestions.

Customer complaints, to be considered valid, must set forth clearly and in writing the detailed nature of the complaint, must be signed and must be forwarded to the COR. The COR shall maintain a summary log of all formally received customer complaints as well as a copy of each complaint in a documentation file. The COR shall also keep the tabulated results of all customer satisfaction surveys on file.

3.1.2 100% Inspection - This level of inspection shall be accomplished by inspecting each and every deliverable to the fullest extent practicable. It is preferred for infrequent, low quantity deliverables.

3.1.3 Periodic Inspection - Periodic inspections shall be conducted if and when specified in individual task orders. For the potential tasks that have been identified so far and included in this QASP, the appropriate COR typically performs the periodic inspection on a weekly basis.

Random inspections by the COR of equipment, material and contractor effort may be executed at any given time without warning. The deficiencies recorded during the COR’S surveillance will determine the contractor performance. The COR will relay any deficiencies back to the Contracting Officer (KO) on DA form 5479-R, Contract Discrepancy Report. The KO will evaluate the complaint and issue a corrective action

3.1.4 Observation of Task Outputs – The COR will view and inspect the tickets and invoices.

4.0 PERFORMANCE REQUIREMENTS SUMMARY (PRS)

The following PBSC items are identified within the contract PWS and are to be monitored under this QASP. The related surveillance metrics and performance requirement levels are detailed in Attachment I:

4.1 Quality Control Program

The contractor, not the Government, is responsible for management and quality control actions to meet the terms of the contract.

5.0 DOCUMENTATION

The COR will, in addition to providing documentation to the Contracting Officer, maintain a complete QA file. The file will contain copies of all reports, evaluations, recommendations, and any actions related to the Government’s performance of the QA function, including the originals of all completed attachment forms. All such records will be retained for the life of this contract.

The COR shall forward these records to the Contracting Officer at termination or completion of the contract, or at Contracting Officer request.

6.0 REVISIONS TO QASP

Revisions to this surveillance plan are the joint responsibility of DPW and the Contracting Officer.

7.0 RATINGS

The evaluation ratings utilized in conjunction with Attachment I are as follows:

7.1 Very Good - Performance meets contractual requirements and exceeds some to the Government’s benefit. The contractual performance of the task and sub-task being assessed was accomplished with some minor problems for which corrective actions taken by the contractor were effective.

7.2 Satisfactory - Performance meets contractual requirements. The contractual performance of the task and sub-task contain some minor problems for which corrective actions taken by the contractor appear or were satisfactory.

7.3 Marginal - Performance does not meet some contractual requirements. The contractual performance of the task and sub-task being assessed 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.

7.4 Unsatisfactory – Performance does not meet most contractual requirements and recovery is not likely in a timely manner. The contractual performance of the task or sub-task contains a serious problem(s) for which the contractor’s corrective actions appear or were ineffective.

8.0 REMEDIES FOR FAILURE TO PERFORM

The contractor may receive deductions or even termination based on failure to perform. The following criteria apply for determining appropriate action:

8.1 Notifications

Consistent with FAR Part 49, the Contracting Officer shall notify the service provider of failure to meet standards through QA monitoring forms, cure notices, or show cause notices and shall inform the service provider project manager or designated alternate of such notices.

8.2 Deductions

The Government has the right to withhold a percentage of payment of the monthly cost for performing particular services based on failure to meet performance standards. The percentage of such withholding is identified in the Required Performance Metrics (RPM) Table of Attachment I.

8.3 Termination

If the Contracting Officer determines that the contractor has failed to perform to the extent that a termination for default is justified, the Contracting Officer shall issue a notice of termination, consistent with FAR Part 49.

9.0 ATTACHMENTS

Attachment I –Performance Requirement Summary (PRS) Table

Required Services

Performance Standard

Acceptable Quality Level

(AQL)

Method of Surveillance

Incentive (Positive and/or Negative)

#1 Weekly written reports PWS: Para 2.1.0.9 Para 2.1.0.10

The contractor shall maintain weekly written boiler reports and submit them to COR bi-weekly.

Maximum allowable degree of deviation from requirement: 0%

100 percent inspection of all submitted reports

Non-conforming services will result in non-conforming reports issued to contractor and potential negative CPARS report. Trends of less that acceptable performance could result in reduction of payments.

#2 Cooling Tower weekly reports PWS: Para 2.1.0.10

Circulating water from each cooling tower shall be tested and reported weekly

Maximum allowable degree of deviation from requirement: 0%

100 percent inspection of all submitted reports

Non-conforming services will result in non-conforming reports issued to contractor and potential negative CPARS report. Trends of less that acceptable performance could result in reduction of payments.

#3 Closed loop systems reports Para 2.1.0.12

Contractor shall provide an inspection check and subsequent adjustments in chemicals to maintain pH limits of 7.5 to 9.5, and nitrite levels of 500 to 1,000 ppm as N02. Biological activity shall be less than 100,000 bacteria/ml.

Maximum allowable degree of deviation from requirement: 0%

100 percent inspection of all submitted reports

Non-conforming services will result in non-conforming reports issued to contractor and potential negative CPARS report. Trends of less that acceptable performance could result in reduction of payments.

Required Services Performance Standard

Acceptable Quality Level (AQL)

Method of Surveillance

Incentive (Positive and/or Negative)

#4 The Contractor shall develop and maintain a Quality Control Plan approved by the

KO.

The contractor shall provide a QCP IAW

PWS, PARA, 3.2

Zero Deviation from performance standard.

Review and acceptance by the KO on submission of the QCP and each revised QCP.

Non-conforming services will result in non-conforming reports issued to contractor and potential negative CPARS report.

Trends of less that acceptable performance could result in reduction of payments.

COR: Richard K. Pomraning Engineering Technician DPW-OMD, Facilities Engineering Branch 410-652-8816

Supervisor: Dennis Overbay Service Contracts Branch Chief DPW-OMD, Service Contracts Branch 410-306-1844

OVERBAY.DENNIS.

A.1229380482

Digitally signed by OVERBAY.DENNIS.A.1229380482 Date: 2024.05.13 06:05:29 -04'00'

POMRANING.RICHAR

D.KEITH.1043364843

Digitally signed by

POMRANING.RICHARD.KEITH.104336

Date: 2024.05.15 10:56:05 -04'00'