Attachment 3 QASP FAFB GAC Low Flow Issue.pdf

QUALITY ASSURANCE SURVAILANCE PLAN

for

FAFB GAC O&M –EMERGENCY REPAIR CONTRACT (RW-296 AND

RW-20)

FAIRCHILD AIR FORCE BASE, SPOKANE, WA

December 19, 2022

Contract Number: W912DW-23-P0014

Contract Description: This order is to provide services which include the full range of methods, technologies, and supporting activities necessary to assess and replace the main water line (well to home) and piping connections to toilets, bathtubs/showers, appliances, faucets, and exterior frostfree hydrants;

including removal and subsequent repair of materials damaged to gain access to said pipes. This will include replacing residential faucets, exterior hose bibs and other water outlets throughout a pre-manufactured homes (~1000 sf) located at RW-296. Additionally, repair of the main water line at RW-20, a 1.5 story house (0.5 is loft space) with a basement. RW-20 was built in 1916 and is 1728 sq ft. The overall objective is to resolve low flow conditions in all house and exterior water outlets to RW-296 and RW-20 in the vicinity of Fairchild Air Force Base (FAFB), Washington (WA).

Contractor’s Name: YOY Inc. dba Verdis (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.

This QASP was developed to comply with the Federal Acquisition Regulation, Subpart 37.6, Performance Based Acquisition and 46.4, Government Contract Quality Assurance. In addition, FAR, Subpart 46.103, Contracting Officer Responsibilities, states that agencies shall develop quality assurance surveillance plans when acquiring services.

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: Susan Newby Organization or Agency: USACE Seattle Telephone: (206) 764-6754 Email: susan.f.newby@usace.army.mil

b. Contract Specialist - The Contract Specialist acts as an acquisition consultant and serves as the liaison between the Contractor and the KO.

Assigned Contract Specialist: Linda O’Brien Organization or Agency: USACE Seattle Telephone: 206-764-XX Email: linda.s.obrien@usace.army.mil

c. 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: Rebecca Rule Organization or Agency: USACE Seattle District Telephone: (206) 764-6792 Email: rebecca.a.rule@usace.army.mil

d. Other Key Government Personnel

Rebecca Rule Title: Air Force Program Manager Telephone: (206) 764-6792 Email: rebecca.a.rule@usace.army.mil

3. CONTRACTOR REPRESENTATIVES:

The following employees of the Contractor serve as the Contractor’s Primary and Alternate Point of Contact for this contract.

mailto:linda.s.obrien@usace.army.mil

a. Primary Point of Contact

TBD

Title: Project Manager Telephone:

Email:

b. Alternate Point of Contact - <upon award, enter name> Telephone: <enter number> Email: <enter address>

c. Other Contractor Personnel - <upon award, enter name or delete these lines if not applicable> 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 Matrix, Table A below, includes the performance standards for this task order. The Government shall use these standards to determine Contractor performance and shall compare Contractor performance to the Acceptable Quality Level.

Performance Requirements Summary Matrix – Table A

Performance Objective Standard (Acceptable Quality Level) Performance Threshold Method of Surveillance

PRS # 1

Prepare invoices and contract pricing documentation in accordance with Performance Work Statement (PWS) and instructions provided by the Contracting Officer (KO).

(1) Written monthly report and invoice within calendar days indicated in PWS.

(2) Invoices in accordance with Section PWS, price schedule, and applicable FAR requirements.

(1) No variances from requirement without KO approval.

(2) Clear, correct, and verifiable invoicing for contract requires no more than two (2) submittals by Contractor to initiate payment by the Government.

(1) 100% inspection of report and invoice.

(2) Validated complaint to KO from COR, Government PM.

PRS # 2

Prepare project deliverables in accordance with the contract PWS and professional standards of practice.

(1) Interim deliverables address contract PWS objectives, professional standards of practice, and quality control requirements.

(2) Final deliverables conform to the contract PWS, professional standards of practice, and quality requirements.

(1) Clear, correct, and verifiable interim contract deliverables require no more than two (2) submittals by Contractor to establish acceptability to the Government.

(2) Milestone deliverables require no more than two

(2) submittals by Contractor to obtain concurrence by the Government that products are of acceptable content and quality.

(1) Validated complaint to KO from COR, Government PM.

(2) Validated complaint to KO from

PRS # 3

Prepare and comply with project schedules in accordance with the contract PWS and professional standards of practice.

(1) Written schedule addresses PWS deliverable milestones, meetings, and meets Government requirements.

(2) Schedule has WBS consistent with PWS and deliverables, logical relationships, and durations consistent

(1) Clear, correct, and verifiable schedule for contract requires no more than two (2) submittals by Contractor to establish mutual understanding with the Government.

(1) Validated complaint to KO from

(2) Same as (1).

with the PWS and deliverable milestones.

(2) Same as (1).

PRS # 4

Per PWS, perform work in accordance with accepted quality plans, standards, policies and procedures, and professional standards of practice.

(1) Written quality plans address PWS deliverables, implementation, and corrective actions to meet Government quality requirements.

(2) Corrective action(s) is performed without Government intervention, is documented, and lessons-learned are communicated to prevent recurrence.

(3) Contractor’s response to Government’s Contract Discrepancy Report (CDR, example provided in this QASP) is submitted within the time period indicated in each CDR.

(1) Clear, correct, and verifiable quality plans for contract require no more than two (2) submittals by Contractor to establish mutual understanding with the Government.

(2) No more than one (1) incident per month requiring Government intervention to initiate corrective actions;

documented action is complete within not more than ten (10) calendar days of occurrence.

(3) CDR response is clear, correct, and verifiable. No more than one (1) CDR issued by the Government per month.

(1) 100% inspection of quality plans and QC documentation with deliverables.

(2) Validated complaint to KO from COR, Government PM.

(3) Validated complaint to KO from COR, Government PM.

PRS # 5

Per PWS, perform no services resulting in a change of price for the contract unless previously negotiated and/or approved by the Contracting Officer.

(1) Notify COR upon identification by Contractor of out-of-scope requirement(s).

(1) No variation from standard; no work performed without KO approval.

(1) 100% inspection of invoices, Contractor written notice to KO, COR.

(2) Periodic progress or status meetings may be requested.

Performance Requirements Summary Matrix – Table B

Standard Superior Acceptable Marginal Unacceptable

Quality Contractor performs at fully acceptable levels for quality, timeliness, and safety and completes all work within on or ahead of schedule and with little or no need for comment or revision to deliverables

Contractor coordinates activities, schedule, and workflow with Government and executes work such that program goals are met.

Contractor execution deviates from coordinated activities, schedule, or workflow resulting in minor impacts to program goals.

Contractor fails to coordinate activities, schedule, and workflow with Government and/or execution deviates from coordinated activities, schedule, and workflow resulting in significant impacts to program goals.

Standards of the PWS are achieved. Deficiencies are noted by the Government, and the Contractor requires two or more corrective measures to meet PWS standards.

Deficiencies are noted by the Government, and the Contractor fails to complete corrective measures to meet PWS standards.

Deliverables are accurate, contain the most current information, and comply within production standards. Government comments are minor and are fully addressed in one review iteration.

Deliverables contain significant errors or omissions; and/or do not comply within established production standards; and/or require multiple submittal or review iterations to correct deficiencies.

Contractor fails to correct errors or omissions; and/or does not comply with established production standards.

Timeliness As above Contractor meets suspense dates for all deliverables or coordinates with Government, in advance, to achieve mutually agreed schedules.

Contractor fails to meet suspense dates for deliverables and coordination with Government fails to achieve mutually agreed schedules.

Contractor fails to provide all deliverables.

Contractor coordinates activities, schedule, and workflow with Government and executes work such that program goals are met

Contractor execution deviates from coordinated activities, schedule, or workflow resulting in minor impacts to program goals.

Contractor fails to coordinate activities, schedule, and workflow with Government and/or execution deviates from coordinated activities, schedule, and workflow resulting in significant impacts to program goals.

Standards of the PWS are achieved.

Deficiencies are noted by the Government, and the Contractor requires two or more corrective measures to meet PWS standards.

Deficiencies are noted by the Government, and the Contractor fails to complete corrective measures to meet PWS standards.

Safety As above Contractor employees and subcontractors operate equipment and perform services in a safe manner with no reportable or lost

Reportable lost time accidents above industry standard; no regulatory citations.

Contractor experiences lost time accidents above industry standard and received regulatory citation for non-compliance.

Standard Superior Acceptable Marginal Unacceptable time accidents above industry standard.

Standards of the PWS are achieved. Deficiencies are noted by the Government, and the Contractor requires two or more corrective measures to meet PWS standards.

Deficiencies are noted by the Government, and the Contractor fails to complete corrective measures to meet PWS standards.

5. METHODS OF QA 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 primary point of contact when a defect is identified and inform the point of contact of the specifics of the problem. The COR shall be responsible for monitoring the Contractor’s performance in meeting a specific performance standard.

a. Direct Observation. (Can be performed periodically or through 100% surveillance.)

General oversight, to include field activities, in association with work to ensure it is coordinated and performed per PWS in terms of Quality, Timeliness, and Safety performance standards.

b. 100% Inspection. (Evaluates all outputs. Most applicable to small quantity, but highly important services. May be used where there are written deliverables and stringent requirements such as tasks required by law, safety, or security.)

Review and approval of deliverables to ensure products are/have been coordinated, performed, and submitted per PWS in terms of Quality, Timeliness, and Safety performance standards.

c. Analysis of Contractor's progress reports. (Evaluate cost, schedule, etc.)

Review and approval of monthly Status Reports that document a complete picture of project performance per PWS in terms of Quality, Timeliness, and Safety performance standards.

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.

6. RATINGS.

Metrics and methods are designed to determine if performance exceeds, meets, or does not meet a given PRS standard. A rating scale shall be used to determine a positive, neutral, or negative outcome. The following ratings shall be used:

SUPERIOR: Performance significantly exceeds contract expectations and acceptable performance criteria.

ACCEPTABLE: Performance meets contract expectations and exceeds certain minimum performance thresholds.

MARGINAL Performance meets minimum performance thresholds.

UNSATISFACTORY: Performance does not meet contractual requirements.

7. DOCUMENTING PERFORMANCE.

a. Acceptable Performance.

The Government shall document positive performance when warranted. A report template is attached. Any report may become a part of the supporting documentation for fixed fee payments, award fee payments, or other actions.

b. Unacceptable performance.

When unacceptable performance occurs, the PM or 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 and courtesy copy the KO.

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 primary or alternate point of contact. 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 actions deemed necessary by the KO.

8. FREQUENCY OF MEASUREMENT.

a. Frequency of Measurement.

During contract/order performance, the COR shall take monthly measurements, coincident with review and approval of Status Reports, and shall analyze whether the negotiated frequency of measurement is appropriate for the work being performed.

b. Performance Assessment.

The COR shall meet as necessary with the Contractor to assess performance and shall provide a written assessment on an annual basis.

The Project Manager/Project Delivery Team will notify the COR regarding any performance concerns that arise during the contract. Interim and final ACASS ratings will document contractor performance.

PERFORMANCE REPORT

1. CONTRACT NUMBER: <insert number>

2. Prepared by: (Name of COR) <insert name>

3. Date and time of observation:

4. Observation:

<Examples of items to include in a report are:

- Method of surveillance.

- How frequently you conducted surveillance.

- Surveillance results.

- Number of observations.>

Prepared by: <Enter COR’s name>

Signature – Contracting Officer’s Representative Date

CONTRACT DISCREPANCY REPORT (CDR)

1. Contract Number: <insert number>

2. TO: (Contractor Point of Contact) <insert name>

3. FROM: (Name of COR) <insert name>

4. Date and time observed discrepancy:

5. Source of Complaint:

6. Discrepancy of Problem:

<Describe in detail. Identify any attachments.>

7. Corrective action plan:

A written corrective action plan < is / is not > required.

< If a written corrective action plan is required include the following. > The written Corrective Action Plan will be provided to the undersigned not later than < # days after receipt of this

CDR. >

8. Government actions (payment deductions, performance evaluation meetings, or other actions):

Prepared by: <Enter COR’s name>

Signature – Contracting Officer’s Representative Date

Received by:

Signature - Contractor Task Manager or on-site representative Date

Attachment 1 - Deliverables Schedule

Deliverable

PWS

Referen ce Frequency*

# of Copies

Medium/Format** Submit To Project Kick-Off Meeting including agenda, presentation materials and notes

5.1.2 Within 3 (working) days

after task order award;

agenda and presentation materials are due at least 1 day prior to meeting;

notes are due within 3 days after meeting

Final 1

Electronic AFCEC, USACE

Project Management Plan 5.1.1 Within 3 days of Award Final 1 Electronic AFCEC, USACE Root Cause Assessment Site Visit

5.2.1.1 Within 5 days of Award No

deliverable

No deliverable No deliverable

Intrusive Work Plan 5.2.1.3 Draft within 7 days of Award

Final within 2 days of Pre- Construction Site Visit

Draft 1

Electronic

Electronic/1 printed copy for signature

AFCEC, USACE

AFCEC, USACE

Pre-Construction Site Visit

5.2.1.4 Within 1 day of

Government Concurrence on Draft Intrusive Work Plan

No deliverable

No deliverable No deliverable

Status Reports 5.1.3 Monthly within 10-days after end of reporting period

Final 1 Electronic AFCEC, USACE

Deliverable

PWS

Referen ce Frequency*

# of Copies

Medium/Format** Submit To Project Kick-Off Meeting including agenda, presentation materials and notes

5.1.2 Within 3 (working) days

after task order award;

agenda and presentation materials are due at least 1 day prior to meeting;

notes are due within 3 days after meeting

Weekly Meeting 5.1.5 Weekly; meeting notes are due 3 days after meeting

Final 1 Electronic AFCEC, USACE

Daily Field Reports 5.2.2.1 Within 24 hours of daily work completion

Completion Report 5.2.4 Within 10 days of all work completion

Draft 1

* All days are counted as working/business days.

** All electronic deliverables shall be provided in both native (e.g., MS Office products, GIS files, etc) and searchable PDF versions.

Electronic deliverables shall be submitted via email or other acceptable electronic file transfer method as well as any other medium/format specified (e.g., Disk).