Attachment 3 Quality Assurance Surveillance Plan.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN

CONTRACT –Mulching on the Mark Twain National Forest- Poplar Bluff Ranger District.

This Quality Assurance Surveillance Plan (QASP) has been developed pursuant to the requirements of the Performance Work Statement (PWS) in this contract. This plan sets forth procedures and guidelines that will be used in evaluating the technical performance of the contractor.

A. PURPOSE OF THE QASP

The QASP is intended to accomplish the following:

Define the roles and responsibilities of participating government officials and the contractor;

Identify the types of work to be performed and the inspections to be performed to validate adequacy;

Describe the evaluation methods that will be employed by the government in assessing the contractor’s inspection program and performance to the quality/performance standards required for each task;

Provide copies of the contractor’s inspection records and Government quality assurance monitoring forms that will be used by the government in documenting and evaluating the contractor’s performance;

Describe the process of performance documentation.

The contractor is responsible for performing inspection services pursuant to the inspection clause and for providing and maintaining the inspection forms, approved by the government, to perform the contractor’s inspection services. The contractor has represented themselves, to be responsible for meeting the prescribed quality/performance standards in the statement of work.

B. ROLES AND RESPONSIBILITIES OF GOVERNMENT OFFICIALS

The following government officials will participate in assessing the quality of the contractor’s performance. Their roles and responsibilities are described as follows:

Contracting Officer’s Representatives (COR):

Michael Stevens (Poplar Bluff Ranger District)

The COR’s responsibilities will be listed on their designations and may include the following:

monitoring, assessing, recording, and reporting on the technical performance of the contractor on the schedule of inspections submitted by the contractor and approved by the government. The COR/Inspector, if the latter is assigned to the project, will either witness the contractor’s performance of the inspections performed by the contractor or will evaluate the contractor’s inspection results as to documented findings relative to meeting the standards for each task/subtask within the statement of work.

The COR will have primary responsibility for completing quality assurance monitoring forms which will be used to document the inspection and evaluation of the contractor’s work performance.

The Contracting Officer (CO) will have overall responsibility for overseeing the contractor’s performance and for the day-to-day monitoring of the contractor’s performance in the areas of contract compliance, contract administration, cost control, and property control; reviewing the COR’s assessment of the contractor’s performance; and resolving all differences between the COR’s and the contractor’s version.

C. TYPES OF WORK TO BE PERFORMED/SCHEDULE OF INSPECTIONS

This contract calls for the contractor to perform the following tasks and subtasks and to perform inspections at the completion of the tasks/subtasks as a minimum and or for intermediate inspections as determined at contract award by the COR/CO. The contractor’s quality control plan/schedule will be modified accordingly and will be one of the basis for the award of the contract.

Task/ Sub Task

Title

When to Be Inspected

What to be inspected

Documentation Inspection Type

1.0 Mulching As work is being

performed and at completion of task

Compliance with Mulching specs

1) Contractor Records, Data & Reports

2) COR/Inspector Daily Diary

Periodic & at Unit

Completion

C1. Inspection for Adherence to Mulching Specifications The Contracting Officer Representative(s) or designated inspector authorized by the Contracting Officer will inspect and accept the services to be provided under this contract. The inspections will be periodic and also done at completion of a unit. The Government has the right to inspect all services called for by the contract, to the extent practicable at all times and places during the term of the contract. The Government will perform inspections in a manner that will not unduly delay the Contractors work.

The Contractor shall provide and maintain an inspection system that is acceptable to the Government that covers the Services under this contract.

During inspections the Government will determine if contract specifications have been met (at least 90% of the area meets contract specs).

If the above conditions are not met upon inspection by the COR, Contractor may be required to:

(1) Re-work the unit to meet the contract specifications without increase in the amount of the Quote Item.

When defects in Services cannot be corrected by re-performance, the Government may:

(1) Reduce the Quote Item value to reflect the reduced value of the Services performed.

(2) Require the Contractor to take necessary action to ensure that future performance meets contracts specifications.

D. METHODS OF SURVEILLANCE

The government, through its COR’s and inspectors, will monitor the contractor’s performance on a continuous basis. The method the government will use is identified in the table above in Section C. The COR/Inspector will first verify the results of the contractor’s inspection, completeness and adequacy of the documentation of the contractor’s inspection results. The government COR will perform periodic independent inspections after the contractor has performed their inspection. Results of the government inspections that differ from the results noted by the contractor on their inspections may have government re-inspection costs be assessed against the contractor. The contractor shall be required to rework/repair or replace the effort until the quality/performance standard is achieved.

Inspections will be performed to the schedule submitted by the contractor and approved by the government. Variances from the schedule must be pre-approved by the CO.

E. QUALITY ASSURANCE (QA) FORMS AND REPORT

1. The COR will use a quality assurance monitoring form to document and evaluate the contractor’s performance under the contract. This can consist of a Form, a Memo for record or an entry in a daily or weekly diary. The form when completed will document the COR’s understanding of what the contractor was supposed to do, what was actually done, and the impact or consequences of what was done. The documentation will also identify the additional steps required of the contractor if there is a nonconformance.

2. The COR will judge each event in accordance with the performance standards and performance requirements stated in the Quality/Performance Requirements stated in the contract either in section 5 of the Statement of Work (SOW) or in section 7 of the SOW.

3. The COR must substantiate all tasks which he judges to be indicative of “unacceptable” performance. Performance at the “acceptable” level is expected and need not be substantiated.

4. In accordance with Section C above, the contractor shall furnish (weekly, at a minimum) to the

COR copies of all inspection forms generated by the contractor witnessing inspections performed.

The COR will forward copies of all completed QA monitoring forms to the CO and contractor inspection records prior to processing payments. The contractor is required to respond in writing to any negative QA monitoring form(s) within 5 working days after receipt of the form(s).

F. ANALYSIS OF SURVEILLANCE RESULTS

1. The CO will review each QA monitoring form prepared by the COR. When appropriate, the CO may investigate the event further to determine if all the facts and circumstances surrounding the event were considered in the COR’s opinion outlined on the forms. The CO will immediately discuss every event receiving a substandard rating on the forms. The CO will immediately discuss every event receiving a substandard rating with the contractor to assure that corrective action is promptly initiated.

2. Upon completion of the contract/task order the COR will perform a performance evaluation of the contractor using the results documented as above and provide to the CO for further action.

F. ANALYSIS OF SURVEILLANCE RESULTS