Attachment 3 Quality Assurance Surveillance Plan W9127N25R0005.pdf

W9127N25R0005 Attachment 3 – Quality Assurance Surveillance Plan

QUALITY ASSURANCE SURVEILLANCE PLAN

Willamette Valley Downstream Fish Passage Monitoring

Rotary Screw Trap Sampling & Bulk Marking Willamette Valley, Oregon

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.

The following FAR clauses may apply depending on contract type:

52.212-4 (a) Inspection of Services – Fixed-Price,

2. GOVERNMENT ROLES AND RESPONSIBILITIES: The following personnel shall oversee and coordinate monitoring 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: Mieko Alley Organization or Agency: U.S. Army Corps of Engineers Contract Specialist: David Cook Email: david.m.cook@usace.army.mil

b. 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: David Trachtenbarg Title: Fisheries Biologist Telephone: (503) 808-4709 Email: David.A.Trachtenbarg@usace.army.mil

3. CONTRACTOR REPRESENTATIVES: The following employees of the contractor serve as the contractor’s Program Manager for this contract.

Contractor: TBD

POC: TBD

Telephone: TBD

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 Quality Control/Quality Assurance section in the detailed Scope of Work includes minimum criteria for quality performance. The Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL), shown in the Performance Standards Summary Matrix below.

Performance Standards Summary Matrix

Deliverable / Required Service Performance Standard Summary AQL Work Plan Compliance with requirements to include sampling timeliness, data collection accuracy, equipment functionality and safety requirements.

95%

Bulk Marking Compliance with requirements to include sampling timeliness, data collection accuracy, equipment functionality and safety requirements.

95%

Rotary Screw Trap Sampling Compliance with requirements to include sampling timeliness, data collection accuracy, equipment functionality and safety requirements.

95%

Bi-Weekly, Monthly Reports, Security Requirements

Compliance with reporting and security requirements.

Reports delivered on-time and with sufficient details as specified in the PWS

90%

Draft Reports Draft report delivered on time with necessary results described meeting standard professional standards.

90%

Final Reports Delivered on time addressing Corps comments.

100%

Willamette Valley Science Review Timely submission of documents IAW with PWS requirements Attendance at Science Review Presentation meeting standard scientific standards

100%

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.

Task Deliverables Due Date / Operation Period Method of Surveillance Task 1 - Work Plan

Draft Work Plan Final Work Plan

Draft - Due 60 days following Task Order Award Final - 14 Days following receipt of Corps comments

100% Inspection

Task 2 – Bulk Marking (Base Period)

Bulk Marking and Release for:

North Santiam South Santiam MF Willamette

July to December 2025 Random inspection following installation of sampling equipment

Task 3 – Bulk Marking (Option 1)

Bulk Marking and Release for:

North Santiam South Santiam MF Willamette

January to June 2026 Random inspection following installation of sampling equipment

Task 4 – Rotary Screw Trap Sampling Fall 2025 – Tailrace Sampling (Base Period)

Rotary Screw Trap Tailrace Sampling:

North Santiam South Santiam McKenzie MF Willamette

July to December 2025 Random inspection following installation of sampling equipment

Task 5 – Rotary Screw Trap Sampling Fall 2025 – Head of Reservoir Sampling (Base Period)

Rotary Screw Trap Head of Reservoir Sampling:

North Santiam South Santiam McKenzie MF Willamette

July to December 2025 Random inspection following installation of sampling equipment

Tak 6 – Rotary Screw Trap Sampling - Tailrace Sampling – Spring 2026 (Option Period 1)

Rotary Screw Trap Tailrace Sampling:

North Santiam South Santiam McKenzie MF Willamette

January to June 2026 Random inspection following installation of sampling equipment

Task 7 - Rotary Screw Trap Sampling – Head of Reservoir Sampling – Spring 2026

Rotary Screw Trap Head of Reservoir Sampling:

North Santiam South Santiam McKenzie MF Willamette

January to June 2026 Random inspection following installation of sampling equipment

Task 8 - Rotary Screw Trap Sampling – Tailrace Sampling – Fall 2026 (Option Period 2)

Rotary Screw Trap Tailrace Sampling:

North Santiam South Santiam McKenzie MF Willamette

July to December 2026 Random inspection following installation of sampling equipment

Task 9 - Rotary Screw Trap Sampling – Head of Reservoir Sampling – Fall 2026 (Option Period 2)

Rotary Screw Trap Head of Reservoir Sampling:

North Santiam South Santiam McKenzie MF Willamette

July to December 2026 Random inspection following installation of sampling equipment

Task 10:

Reporting

Base Period

In-season Reporting

(1) Biweekly Reports Biweekly covering 1st-15th & 16-31st

(2) Monthly Reports

Biannual Reports

(1) Report Outlines

(2) Fall 2025 sampling period - 01 July to 31 December 2025

Biweekly Reports - July to December 2025 Biweekly - NLT following 7th & 22nd Monthly - NLT following 7th

Biannual Reports

(1) Report Outline - 90 days from time of award

(2) Fall 2025

Draft – 20 January 2026

Final – 20 February 2026

Task 11:

Reporting

Option Period 01

In-season Reporting

(1) Biweekly Reports Biweekly covering 1st-15th & 16-31st

(2) Monthly Reports

Biannual Reports Spring 2026 sampling period - 01 January 2026 to 30 June 2026

Biweekly Reports - January to December 2026 Biweekly - NLT following 7th & 22nd Monthly - NLT following 7th

Biannual Reports Spring 2026 Draft - 20 July 2026 Final - 30 July 2026

Task 12 - Reporting for Fall 2026 Sampling (Option Period 2)

In-season Reporting

(1) Biweekly Reports Biweekly covering 1st-15th & 16-31st

(2) Monthly Reports

Biannual Reports Fall 2026 sampling period - 01 June 2026 to 31 December 2026

Biweekly Reports - July to December 2026 Biweekly - NLT following 7th & 22nd Monthly - NLT following 7th

Biannual Reports Fall 2026 Part (1) - 20 January 2027 Part (2) – 20 February 2027

Regardless of the monitoring method, the COR shall always contact the contractor's task manager or on-site representative when a defect is identified and inform the manager of the specifics of the problem.

The COR, with assistance from the KO, shall be responsible for monitoring the contractor’s performance in meeting a specific performance standard.

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 standard and acceptable quality level. A rating scale shall be used to determine a positive, neutral, or negative outcome. The following ratings shall be used:

EXCEPTIONAL: Performance significantly exceeds contract requirements to the Government’s benefit.

SATISFACTORY: Performance meets contractual requirements.

UNSATISFACTORY: Performance does not meet contractual requirements.

7. DOCUMENTING PERFORMANCE:

a. ACCEPTABLE PERFORMANCE: The Government shall document positive performance. 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 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.

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 task manager or on-site representative.

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 periodic measurements as specified in the AQL column of the Performance Standards Summary Matrix and the surveillance methods list shown in section 5, Methods of QA Surveillance. The COR shall analyze whether the negotiated frequency of measurement is appropriate for the work being performed.

b. Frequency of Performance Assessment Meetings: The COR shall meet with the contractor every two months during the research season, at minimum, following contract/task order award to assess performance and shall provide a written assessment if warranted.

9. OTHER: The COR maintains the right to reject any work that is found to be in error, incomplete, illegible, or in any way not conforming to the specifications outlined in this QASP. The contractor shall be liable for the costs concerning correcting such errors.

Prepared by: David Trachtenbarg