Attachment 3- QASP with APLS Revised.pdf

Source Selection Information See FAR 2.101 and 3.104

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP) FOR

DLA DISPOSITION SERVICES PERFORMANCE‐BASED HAZARDOUS WASTE DISPOSAL CONTRACTS

The purpose of this document is to provide guidance on administering subject contracts such that the best possible quality in performance can be assured through appropriate surveillance, and addressing of any performance failures as appropriate. The Acceptable Performance Level (APL) itself states the surveillance methods and reductions for failures. However, certain additional explanation and detail is provided herein as necessary:

I. COMPLIANT REMOVAL

1. “Days” in the timeframe column usually means calendar days unless the contract uses business days.

2. Accuracy shall be evaluated during a 12‐month time period. “Accurate” as in shipping documentation, means the number of orders with accurate shipping documentation during any consecutive 12‐month time period. If any significant error occurs in the shipping documentation of an order, the entire order is considered inaccurate for evaluation purposes. No more than 10 inaccurate order submittals in a twelve month period is considered acceptable. At the end of every month, a new 12‐month period shall be established for the purposes of evaluating accuracy.

3. The following should normally be considered significant errors:

a. Any error that results in misidentification of a regulated waste, including incorrectly identifying a regulated waste as non‐regulated or vice versa.

b. Any errors in quantity of wastes being shipped (regulated or non‐regulated).

c. Any errors impacting destination/location of wastes (i.e., wrong facility identified).

d. Typographical errors that don’t affect identification, quantity, or waste destination/location are normally not considered significant in and of themselves, however if they cumulatively require undue Government effort to rectify under a given order, they are considered significant.

4. “CSRs” are Collection Summary Reports completed by the Contracting Officer Representative

(COR) for each order removed under the contract. They will be reviewed primarily to determine compliance with the removal phase of the total service being provided. CORs must annotate any deficiencies with an appropriate explanation. Other methods of surveillance in the removal phase include such means as emails and other feedback from the COR and/or generators to determine contract compliance.

II. COMPLIANT DISPOSAL/RECYCLING

1. Use of the terms “days” is the same as explained above.

2. For task orders, accuracy is based on the number of line items, e.g. if a task order contains 10 line items and 2 line items are improperly disposed of, or evidences a different disposal input error, that equals 2 inaccurate line items for disposal. The Government reserves the right to determine whether these deficiencies are major or minor non‐conformances, as follows:

a. High‐Risk Category (Major Nonconformance):

National/Domestic Security‐type Items: Items for which “demilitarization via service contract” is allowed or preferred and Certificates of Destruction (CDs) may be contractually required; i.e. Chemical Defense Equipment (CDE), Submarine Tiles, poisonous gases, reactives, oxidizers, DEA Watchlist Items, etc., which could be used as weapons of terror.

Increased Regulatory Scrutiny‐type Items: Items for which the customer is required by regulation to do any or all of the following:

- Receive a Certificate of Destruction (CD); i.e. PCB Items

- Provide the final disposal method on their annual report

- Pay annual waste fees, based on final management methods (known states: Georgia, California, other states may have or add this requirement)

b. Low‐Risk Category (Minor Nonconformance): Any item that is not in the high risk category will be considered a low risk; however, if minor deficiencies are repetitive on a consistent basis such that significant Government resources are required to correct them, then the deficiencies can be considered a Major Nonconformance (High‐Risk).

III. COMPLIANT SPECIAL SERVICES

1. Use of the terms “days” and “accurate” is the same as explained above.

2. The primary method of surveillance is CSRs as explained above, as well as the other feedback sources indicated on the APL Matrix (see Section V).

IV. REDUCTION FOR FAILED APL

1. As indicated in the APL Matrix below, the reduction for failure to meet APLs varies between the performance areas.

2. If valid failure to meet an APL is identified prior to payment and a fee is applicable per the

APL matrix it shall be taken against that particular task order. If the failure is identified after payment and a fee is warranted, it may be applied against an open task order line item. Administrative note: The fee shall be returned to the affected generator(s) by applying it to the funded line items of the affected generator(s).

3. In addition to the disincentive reductions and past performance annotation remedies available to the Contracting Officer under the APL Matrix, the Government may take actions such as partial or full terminations under FAR 52.249‐8, inspections under FAR 52.246‐4, warranties under FAR 52.246‐20, not exercising options, and ending a contract early without these measures (as long as it is IDIQ and has met its minimum Government obligation for the period and a plan for a timely replacement contract is secured).

V. APL MATRIX

DELIVERABLE STANDARD TIME FRAME Including, but not restricted to Section

ACCEPTABLE

PERFORMANCE

LEVEL (APL)

METHOD OF

SURVEILLANCE

Timely TO Performance

Timely performance of TO.

As stated in contract for service specified

7.0 No more than 3

occurrences during a 12 month period of time

100% Review of Collection Summary Reports (CSRs)

Compliant Pre‐Removal

All Shipping documentation (including manifest(s) and LDRs), provided by the Contractor were correct the first time, in accordance with the information on the TO and copies sent to the COR at least 5 days prior to removal.

As stated in contract

1.1.3 No more than 5

returnable submittals during a 12 month period of time

100% Review of Collection Summary Reports (CSRs)

Compliant Removal

The Contractor arrived with required equipment in good working order to safely complete removal. The Contractor personnel were qualified and names were provided to COR 24 hours prior to removal.

As stated in contract

1.1.4, 1.1.10 and 1.2.6

No more than 3 returnable submittals during a 12 month period of time

100% Review of Collection Summary Reports (CSRs)

Compliant Post‐Removal

The contractor will provide shipping documentation, certificates of disposal, destruction and recycling within time frames in accordance of contract.

As stated in contract for service specified

1.3.1, 2.1 and 2.3

No more than 5 returnable submittals during a 12 month period of time

100% Review of Collection Summary Reports (CSRs)