Attachment 2 QASP DSA PT Track Cleaning Relabeling DSS Letters 16 FEB 2024.pdf

Quality Assurance Surveillance Plan

For

DSA PT Track Cleaning & Relabeling DSS Lettering

16 Feb 2024

Ms. Lawence Green Ms. Regina Norris Contracting Officer Contracting Officer’s Representative Mission Contracting Office USA Drill Sergeant Academy Fort Jackson, South Carolina Fort Jackson, South Carolina

TABLE OF CONTENTS

Subject Page Number

1. Overview

2. Description of Services

3. Roles and Responsibilities

4. Contract Quality Requirements

5. Government Surveillance

6. Non-Conforming Performance

7. Deduct Plan

8. Data Analysis

9. Acceptance of Services

10. COR Status Report

11. Contractor Manpower Reporting Application (CMRA)

12. Contractor Performance Assessment Reporting System (CPARS)

13. COR/Quality Assurance Surveillance Files

14. 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 general scope of services consists of thoroughly pressure washing approximately 4635 square yards of existing track to remove mold, mildew, or potential bond breakers. Patch required area, install a pigmented (red)UV protective topcoat. Track striping 8 lanes per NFHS standards. Remove DSS lettering and replace with “USADSA” in white with black shadowing. Cleanup and disposal of debris into dumpsters. All work must be fully accessible at one mobilization, if not additional mobilization charges may apply.

2.2. Type of Contract. This is a non-personal services contract to provide enhancement performance of Physical fitness track in support of the Drill SGT Academy annually 24 training classes for Drill SGT Candidates, to sustain new recruits and meet Army requirements. The government anticipates award of a firm-fixed price contract.

3. Roles and Responsibilities.

3.1. Government.

3.1.1. Contracting Officer (KO). The KO is the only person with the authority to enter, 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, a copy of which is sent to the Contractor, 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.

3.1.3. Contract Administrator.

3.1.4. Property Administrator

3.2. Contractor.

3.2.1. Contract Manager

3.2.2. Project Manager

3.2.3. Quality Manager

4. Contract Quality Requirements.

4.1. Contractor’s Quality Control Program. The Contractor shall ensure services are performed in accordance with this PWS. The Contractor shall identify, prevent, and ensure non-recurrence of defective services. The Contractor’s quality control program is how he assures himself that his work complies with the requirement of the contract.

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. COR Monthly Inspection. The COR Monthly Inspection will be created each month utilizing the COR Monthly Report, WAWF Smart Form, or COR generated form, Attachment 3.

5.1.2. Customer Feedback. The DA Form 5477, Customer Complaint Record, Attachment 2, will be used to document/record all complaints. The following procedures will be followed when a complaint is received.

• The COR will investigate and determine the validity of the complaint.

• If the complaint is determined to be invalid, the COR will inform the person who submitted the complaint of the reason(s) as soon as practical.

• For validated complaints that are true contractual non-conformances, the procedures in paragraph 6 below will be followed.

5.1.3. Periodic Inspection. Unannounced site visits.

5.2. Surveillance Schedule. A Surveillance Schedule will be created each month utilizing the DA 5475, COR Surveillance Schedule, Attachment 3, or PowerPoint with work completed. 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 in the Wide Area Workflow e-Business Suite, COR Management Tool, https://wawf.eb.mil/, in accordance with the MICC-FSH, WAWF, COR’S On-Line, File Plan (Either as an Attachment to the Monthly COR Status Reports or uploaded separately in the Miscellaneous Documents Section of the CORs’ Online File.)

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

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 the WAWF, COR Management Tool, https://wawf.eb.mil/, in accordance with the MICC-FSH, WAWF, COR’S on-line file, File Plan (Either as an Attachment to Monthly COR Status Reports or uploaded separately in the Miscellaneous Documents Section of the CORs’ Online File.)

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 KO 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 KO 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, many documented Level I CDRs and trends indicating failure of the Contractor’s quality control program can be classified as Level II CDRs. The KO issues all Level II CDRs in writing, Attachment 5. The COR will notify the KO 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 way the services are performed; prevent or impact a vital agency mission as a result of performance; or are for repeated or uncorrected Level II Cmdrs.

The Contracting Office Director or Deputy Director issues written Level III Cmdrs. The COR is responsible for notifying the KO immediately upon discovery of a critical non-conformance.

6.4. Documenting Cmdrs. 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 Cmdrs. All CDRs, verbal and written, regardless of issuer will be included in the COR’s Monthly Report. The COR and KO 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 KO 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. Deduct Plan. This acquisition does not include a Deduct Plan.

8. Data Analysis. Data Analysis will be performed to identify trends in cost, schedule and/or performance risks. The results of Data Analysis will be documented in COR Status Reports and may be used to adjust surveillance schedules, increase, or decrease surveillance, if deemed appropriate. Negative trends noted using Government data/observations could result in issuing the Contractor a Contract Discrepancy Report. Trends noted using Contractor data will not result in a CDR unless the Contractor is not addressing the negative trend.

9. 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 in Wide Area Workflow at https://wawf.eb.mil/.

10. COR Status Report. COR Status Reports will be submitted on a Monthly basis to the Contracting Officer via the COR Management Tool. 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.

11. Contractor Manpower Reporting Application (CMRA). In accordance with Office of the Secretary of Defense Memorandum, Enterprise-wide Contractor Manpower Reporting Application, dated 28 Nov 2012, the Contractor must report contractor manpower to the Contractor Manpower Reporting website at https://cmra.army.mil.

While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year. The COR shall verify that the Contactor has complied with the required contractor manpower reporting annually and document the results in the VCE, COR Module, CORs’ Online File, CMRA section.

12. 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. CPARS will be completed in accordance with AFARS, Subpart 5142.15 – Contractor Performance Information.

13. COR/Quality Assurance Surveillance Files. The official COR/Quality Assurance Surveillance File will be maintained in the on-line COR Management Tool per Army Contracting Command Pamphlet, 70-1. Documents will be filed in the COR Management Tool in accordance with the MICC-FSH, VCE, COR’S ONLINE FILE, File Plan.

14. 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.

REGINA L. NORRIS

Contracting Officer’s Representative https://wawf.eb.mil/ https://cmra.army.mil/

Contracting Officer’s Signature Block

Attachments:

1. Performance Requirements Summary (PRS)

2. Customer Complaint Record, DA Form 5477

3. Surveillance Schedule, DA Form 5475

4. Surveillance Checklist(s)

5. Contract Discrepancy Report, DA Form 5479

Attachment 1

Performance Requirements Summary (PRS)

Performance Objective

Standard Performance Threshold

Incentives/ Disincentives

PRS # 1. The contractor shall provide advice and guidance on procedures to pressure wash approximately 4,635 square yards of existing track surface to remove mold, mildew, or potential bond breakers.

Standard: The contractor will comply with required guidelines of contract for pressure washing procedures.

No more than two customer complaints per quarter

Documentation of the Offerors past performance/ exercise of option period(s)/ issuance of Contract Discrepancy reports (CDR)s

PRS # 2

The contractor will remove and replace approximately 28 square yards of delaminated track surface. Install a pigmented (red)UV protective topcoat. Strip 8 running lanes per NFHS standards.

Standard: The contractor will ensure experienced personnel and equipment is available.

No more than two customer complaints per quarter

Documentation of the Offerors past performance/ exercise of option period(s)/ issuance of Contract Discrepancy reports (CDR)s

PRS # 3

The contractor shall remove DSS lettering and replace with USADSA in white with black shadowing will mark lettering of artwork per customer request.

No more than two customer complaints per quarter

Documentation of the Offerors past performance/ exercise of option period(s)/ issuance of Contract Discrepancy reports (CDR)s

PRS # 4

The contractor shall Cleanup and dispose of debris into dumpsters.

shall remove all equipment and debris from PT track.

No more than two customer complaints per quarter

Documentation of the Offerors past performance/ exercise of option period(s)/ issuance of Contract Discrepancy reports (CDR)s

Attachment 2

Customer Complaint Record, DA Form 5477

DA FORM 5477

Attachment 3

Surveillance Schedule, DA Form 5475

DA FORM 5479

Attachment 4

Surveillance Checklist(s)

COR Inspection Checklist & Data Report (Fixed Firm Price Contract)

Meeting Contract Requirements

Contractor:

Contract Number:

Service Provided:

COR Name:

Date: YES No N/A

Comments:

Comments:

Comments:

Comments:

Comments:

Comments:

Comments:

Comments:

Comments:

Comments:

Comments summary, to include, positive trends, negative trends, concerns, customer comments, and any additional COR comments:

Attachment 5

Contract Discrepancy Report, DA Form 5479

DA FORM 5475