Attachment 3 - Quality Assurance Surveillance Plan QASP.pdf

ATTACHEMENT 3

Quality Assurance Surveillance Plan (QASP)

1. PURPOSE

The purpose of this Quality Assurance Surveillance Plan (QASP) is to provide a systematic method for monitoring contractor performance associated with the Landscape and Grounds Maintenance Services contract for the VA Central California Health Care System (VACCHCS), Fresno, California.

This QASP identifies the performance standards, surveillance methods, deliverables, acceptable quality levels (AQLs), and Government surveillance responsibilities associated with the contract.

The QASP will be utilized by the COR and Contracting Officer to monitor contractor performance and verify compliance with the Performance Work Statement (PWS).

2. GOVERNMENT SURVEILLANCE RESPONSIBILITIES

The COR or designated Government representative is responsible for:

• Monitoring contractor performance

• Reviewing submitted reports and completed testing forms/checklists

• Verifying inspections/testing activities were completed

• Documenting performance deficiencies or concerns

• Coordinating access and operational scheduling requirements

• Maintaining contract performance documentation

• Notifying the Contracting Officer of contractor performance concerns

Performance Objective Performance Standard Surveillance Method Acceptable Quality Level

(AQL)

Routine Landscape and Grounds Maintenance (CLIN 0001)

- Turf maintained between 2.5 and 4 inches.

- Mowing completed at required frequency.

- Grass clippings removed upon completion.

- Edging completed with each mowing cycle.

- Irrigation inspections are completed monthly.

- Debris removed during service visits.

COR inspection, Attachment 4 review, monthly report review

95% compliance

Weed Management

- Monthly weed removal completed.

- Weed control activities performed in developed landscape areas, parking lots, curbs, sidewalks, planter beds, fence lines, and around permanent structures.

COR inspection and report review.

95% compliance

Tree Trimming and Arborist Services (CLIN 0002)

- Tree Management Plan submitted within required timeframe.

- Annual tree trimming completed.

- Hazardous tree conditions reported.

COR inspection, deliverable review.

95% compliance

- Tree debris removed.

Mulching (CLIN 0003)

- Approved mulch replacement activities completed.

- Decorative landscape fill materials maintained.

- Work performed only in approved locations.

COR inspection and expenditure review.

95% compliance

Decorative Landscape Areas (CLIN 0004)

- Decorative landscape areas maintained in accordance with Attachment 2.

- Seasonal color program implemented.

- Approved replacement activities completed.

- Seasonal planting plans submitted when required.

COR inspection and Attachment 2 comparison.

95% compliance

Fertilization and Chemical Applications

(CLIN 0005)

- Four annual turf fertilizations completed.

- Pre-emergent applications completed.

- COR notified prior to applications.

- Fresno VA Safety Service approvals obtained.

- Required certifications maintained.

Documentation review, certification review, COR inspection.

100% compliance

Deliverables and Reporting

- Monthly reports submitted.

- Daily Grounds Maintenance Checklists submitted.

- Tree Management Plan submitted and updated.

- Quality Control Program maintained.

Deliverable review.

95% compliance

Safety and Regulatory Compliance

- OSHA, EPA, Federal, State, and local requirements followed.

- Required licenses and certifications maintained.

- Safety deficiencies corrected promptly.

COR review, certification review, safety inspections.

100% compliance

4. PERFORMANCE DEFICIENCIES

If contractor performance deficiencies are identified, the COR shall document the issue and notify the Contracting Officer for further action as appropriate.

Examples of deficiencies may include:

• Failure to complete required inspections/testing

• Incomplete testing forms/checklists

• Late or missing reports

• Failure to coordinate outages or access

• Failure to comply with safety requirements

• Incomplete deficiency reporting

• Use of unqualified personnel

5. DOCUMENTATION

The COR shall maintain documentation associated with:

• Completed surveillance activities

• Contractor reports

• Completed Government testing forms/checklists

• Identified deficiencies

• Contractor corrective actions

• Performance discussions and communications

• Other contract administration records associated with contractor performance

6. SURVEILLANCE METHODS

Government surveillance methods may include:

• Direct observation

• Review of completed reports/forms/checklists

• Validation of completed testing activities

• Coordination with Central Energy Plant personnel

• Review of contractor qualifications/certifications

• Documentation review

• Follow-up inspections or verification activities

7. CONTRACTOR PERFORMANCE RECORDS

Contractor performance records and surveillance documentation maintained under this QASP may be utilized to support:

• Contractor performance evaluations

• Invoice validation

• Contract administration documentation

• Corrective action requests

• Contract file documentation

• Future acquisition planning