Attachment 3.pdf

Quality Assurance Surveillance Plan (QASP)

Chemical Site Preparation IDIQ

Monongahela National Forest

5/16/2020

Table of Contents

1. Introduction

a. Purpose

b. Performance Management Approach

c. Performance Management Strategy

2. Roles and Responsibilities

a. The Contracting Officer

b. The Contracting Officer’s Technical Representative

3. Identification of required performance standards/quality levels

4. Methodologies to monitor performance

a. Surveillance techniques

b. Acceptable levels

5. Quality assurance documentation

a. The performance management feedback loop

b. Monitoring forms

6. Analysis of quality assurance assessment

a. Determining performance

b. Reporting

c. Reviews and resolution

Attachment 1: performance summary table

Attachment 2: Quality Assurance Monitoring Form. FS-6300-20, Daily Diary

Monongahela National Forest Chemical Site Preparation IDIQ

QUALITY ASSURANCE SURVEILLANCE PLAN

(QASP)

1. Introduction This quality assurance surveillance plan (QASP) is in accordance with the requirements listed in the statement of work entitled Chemical Site Preparation IDIQ. This plan describes the procedures and guidelines The Monongahela National Forest will use in ensuring the required performance standards or services levels are achieved by the contractor.

1.a Purpose

The purpose of the QASP is to describe the systematic methods used to monitor performance and to identify the required documentation and the resources to be employed. The QASP provides a means for evaluating whether the contractor is meeting the performance standards/quality levels identified in the statement of work and the contractor’s quality control plan, and to ensure that the government pays only for the level of services received.

1.b Performance Management Approach

This QASP will define the performance management approach taken by The Monongahela National Forest, Chemical Site Preparation COR, to monitor and manage the contractor’s performance to ensure the expected outcomes or performance objectives communicated in the statement of work are achieved. This analysis yields information that indicates whether expected outcomes for the project are being achieved by the contractor.

1.c Performance Management Strategy

The contractor is responsible for the quality of all work performed. The contractor measures that quality through the contractor’s own quality control (QC) program and includes all work performed under this contract regardless of whether the work is performed by contractor employees or by subcontractors. The contractor’s quality control plan will set forth the staffing and procedures for self-inspecting the quality, timeliness, responsiveness, and other performance requirements in the statement of work. The contractor will develop and implement a performance management system with processes to assess and report its performance to the designated government representative.

The government representative(s) will monitor performance by the contractor to determine how the contractor is performing against communicated performance objectives. The contractor will be responsible for making required changes in processes and practices to ensure performance is managed effectively.

2. Roles and Responsibilities

2.a The Contracting Officer The contracting officer (CO) is responsible for monitoring contract compliance, contract administration, and cost control and for resolving any differences between the observations documented by the contracting officer's representative (COR). The CO will designate one full-time COR as the government authority for performance management. The number of additional representatives serving as technical inspectors depends on the complexity of the services measured, as well as the contractor’s performance, and must be identified and designated by the CO.

2.b The Contracting Officer’s Representative The contracting officer’s representative (COR) is designated in writing by the CO to act as his or her authorized representative to assist in administering a contract. COR limitations are contained in the written appointment letter. The COR is responsible for technical administration of the project and ensures 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 CO for action. The COR will have the responsibility for completing QA monitoring forms used to document the inspection and evaluation of the contractor’s work performance.

3. Identification of required performance standards/quality levels

The required performance standards and/or quality levels are included in the statement of work and in Attachment 1, “Performance Requirements Summary.”

If the contractor meets the required service or performance level, it will be paid the amount agreed on in the contract. Failure to meet the required service or performance level will result in no payment.

4. METHODOLOGIES TO MONITOR PERFORMANCE

4.a Surveillance Techniques

In an effort to minimize the performance management burden, simplified surveillance methods shall be used by the government to evaluate contractor performance. The primary methods of surveillance are:

• Random monitoring, which shall be performed by the COR.

• Intervals necessary to insure compliance with the contract.

4.b Acceptable Quality Levels

The acceptable quality levels included in Attachment 1, Performance Requirements Summary Table, for contractor performance are structured to allow the contractor to manage how the work is performed.

5. Quality Assurance Documentation

5. a The Performance Management – communicant plan Performance management begins with communication of expected outcomes. Performance standards are expressed in the statement of work and are assessed using the performance summary shown in Attachment 1.

5.b Monitoring Forms The government’s QA surveillance, accomplished by the COR will be reported using the monitoring form FS-6300-20, Contract Daily Diary, in Attachments 2. The form, when completed, will document the government’s assessment of the contractor’s performance under the contract to ensure that the required results that at least 90% of the designated trees or unit area has been treated in accordance with the contract specifications are being achieved.

The COR will retain a copy of all completed QA surveillance forms.

6. Analysis of Quality Assurance Assessment

6.a Determining Performance Government shall use the monitoring methods cited in the statement of work to determine whether the performance standards have been met. If the contractor has not met the minimum requirements, it may be asked to develop a corrective action plan to show how and by what date it intends to bring performance up to the required levels.

6.b Reporting At the end of contract performance period, the COR will prepare a written report for the summarizing the overall results of the quality assurance surveillance of the contractor’s performance. This written report, which includes the quality assurance monitoring forms, FS-6300- 20, Contract Daily Diary (Attachment 2), will become part of the QA documentation. It will enable the government to demonstrate whether the contractor is meeting the stated objectives and/or performance standards, including cost/technical/scheduling objectives.

6.3 Reviews and Resolution

The COR may require the contractor’s project manager, or a designated alternate, to meet with the CO, as deemed necessary to discuss performance evaluation. The contractor will meet with the COR as often as required or per the contractor’s request. The agenda of the reviews may include:

• Performance assessment data and trend analysis

• Issues and concerns of both parties

• Projected outlook for upcoming months and progress against expected trends, including a corrective action plan analysis

• Recommendations for improved efficiency and/or effectiveness

The COR must coordinate and communicate with the contractor to resolve issues and concerns regarding marginal or unacceptable performance.

The COR and contractor should jointly formulate tactical and long-term courses of action. Decisions regarding changes to metrics, thresholds, or service levels should be clearly documented. Changes to service levels, procedures, and metrics will be incorporated as a contract modification at the convenience of the CO.