Attachment 4-QASP.docx

CUI

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

1. Contract or Task Order Title: Building 1 Break Room Flooring Resurfacing

2. Purpose:

This 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. 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.

3. Roles and Responsibilities:

The following personnel shall oversee and coordinate surveillance activities.

Program/Project Manager (PM) – The PM provides program oversight and supports the COR’s performance assessment activities.

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 ensure that the contractor receives impartial, fair, and equitable treatment under this contract. Determine the final assessment of the contractor’s performance.

Contracting Officer’s Representative (COR) – The COR is responsible for providing continuous technical oversight of the contractor’s performance. The COR uses the QASP to conduct the oversight/surveillance process. The COR shall keep a Quality Assurance file that accurately documents the contractor’s actual performance. The purpose is to ensure that the contractor meets the performance standards contained in the contract. The COR is responsible for reporting early identification of performance problems to the KO. The COR is required to provide an annual performance assessment to the KO which will be used in documenting past performance. The QASP is the primary tool for documenting contractor performance. The COR is not empowered to make any contractual commitments or to authorize any contractual change on the Government’s behalf.

Other Key Government Personnel – (Nicholas Beckley). This may include performance monitors, inspectors, technical experts, workforce service division and center directorate level security personnel, requirements office, or others (i.e. users) who provide information that helps the COR monitor contractor performance.

4. Primary Method of Surveillance:

There will be 100% inspection for Items 1, 2, 3, and 4.

· 100 Percent Inspection. This is usually only the most appropriate method for infrequent tasks or tasks with stringent performance requirements, e.g., where safety or health is a concern. With this method, performance is inspected/evaluated at each occurrence. One hundred percent inspection is too expensive to be used in most cases.

Surveillance Matrix

The Surveillance Matrix (Appendix 1) is the list of performance objectives and standards that must be performed by the contractor. This matrix details the method of surveillance the COR will use to validate and inspect these performance elements. Inspection of each element will be documented in the COR file.

Performance objectives define the desired outcomes. Performance Standards define the level of service required under the contract to successfully meet the performance objective. The inspection methodology defines how, when, and what will be assessed in measuring performance. The Government performance surveillance, using this QASP, to determine the quality of the contractor’s performance as it relates to the performance element standards. The AQL performance Standard Table should be used to form the foundation of the COR’s inspection checklist.

5. Performance Standards:

The contractor shall complete flooring repair/replacement and urgent flooring maintenance in accordance with the PWS standards.

Calculation:

100% Visual acceptance to determine if work meets the PWS standards.

6. Documenting Performance:

Acceptable Performance.

Not applicable. The requirement is under $1,000,000.00 and will not have performance rated within CPARS.

7. Mandatory or regulatory compliance items:

The contractor will provide initial proof of compliance with regulatory and compliance items contained in the contract. The Contracting Officer's Representative (COR) and the Contracting Officer (KO) will evaluate the initial submission and will conduct ad hoc reviews of the contractor's compliance throughout the remainder of the contract. The contractor will monitor compliance as required by FAR 52.222-50, Combating Trafficking in Persons, and report any issues to the KO. The contractor shall inform its employees in writing of contractor employee whistleblower rights and protections as required by DFARS 252.203-7002, Requirement to Inform Employees of Whistleblower Rights. The contractor shall also ensure that the clause is included in all subcontracts.

8. Acceptable Quality Level (AQL):

· Supplies and services must be accepted by the end user (Government) prior to any payments being made by the Government to the contractor. All supplies and/or services shall be completed in accordance with this PWS, to be considered acceptable.

· The Government has five (5) business days, in coordination with the contractor, to perform a walk-through of the project to affirm compliance with PWS. At this time the Government will assess visual and functional compliance. The Government will record any deficiencies and issue a Punch List/Deficiency List to the contractor within two (2) business days of walk-through completion.

· The contractor shall assess the Government issued Punch List/Deficiency List and submit a Deficiency Plan to the COR and PM within three (3) business days. The Deficiency Plan shall address any concerns with meeting the timeframe/date due, a corrective action, justification, and an estimated timeline for completion.

· All deficiencies shall be corrected within the 30 days of Government acceptance period. All discrepancies shall be resolved by the end of the 30-day acceptance period.

· Safety. The contractor shall ensure that all employees wear adequate personal protection equipment (PPE) required for delivery and assembly and all other project efforts. The contractor shall provide all supervision, materials, tools, and equipment to support the resurfacing of break room flooring in accordance with manufacturer’s recommendations.

· Cleaning and Close-out Submittals. The contractor shall ensure the following are completed prior to requesting Government acceptance of the completed requirements:

· Work area shall be clean and free of trash and debris upon completion of floor maintenance and/or repair and left in neat and clean condition.

· The contractor shall make every reasonable effort to protect the privately owned possessions remaining in the work area from loss or damage.

· Any portion of the property damaged by the contractor or subcontractor during the course of the work must be repaired at no additional cost to the Government. The term “damages” shall include imperfection on the wall from tape, a ding, or scuff, etc. caused by the workers of the contract operation.

9. Evaluation Method:

The COR will document contractor performance, if required, based upon the report and feedback from the Nicholas Beckley (facilities manager).

10. Performance Rating

In evaluating the quality of contractor’s performance, the following performance ratings may be used (same as CPAR ratings).

Appendix 1 - Surveillance Matrix

Performance Standards Acceptable Quality Levels Methods of Calculation

The contractor shall complete flooring repair/replacement and urgent flooring maintenance in accordance with the PWS standards.

Calculation:

100% Visual acceptance to determine if work meets the PWS standards.

Method of Surveillance

The COR will document the contractor performance, if required, based upon the report and feedback from Nicholas Beckley (facilities manager).

(Exceptional Very Good Satisfactory Marginal Unsatisfactory)

(A rollup of assessment of the Surveillance Inspection Results to develop an overall rating for this objective)

Appendix 2 – Performance Assessment Report

PERFORMANCE ASSESSMENT REPORT (PAR)

(If more space is needed, use reverse and identify by number)

4. QUALITY ASSURANCE PERSONNEL (COR) SIGNATURE AND DATE

I. PERFORMANCE

7. |_| DEFICIENCY (CHECK ALL BOXES THAT APPLY)

|_| NEW

|_| REPEAT

|_| NO DEFICIENCY NOTED

8. SERVICES SUMMARY or PWS PARAGRAPH ITEM REVIEWED

II. CONTRACTOR VALIDATION

11. CONTRACTOR REPRESENTATIVE |_| CONCUR |_| NON-CONCUR

12. CORRECTIVE ACTION ESTIMATED COMPLETION DATE

13. CONTRACTOR REPRESENTATIVE CORRECTIVE ACTION AND PREVENTION OF RECURRENCE OR REASON FOR NON-CONCURRENCE OF COR CITED DEFICIENCY

III. ACTION CORRECTED

14. |_| CONCUR |_| NON-CONCUR COR SIGNATURE AND DATE

15. COR REMARKS (REQUIRED)

6. CONTRACTOR REPRESENTATIVE REMARKS

Appendix 3 – Customer Complaint Record

CUSTOMER COMPLAINT RECORD

DATE/TIME OF COMPLAINT

SOURCE OF COMPLAINT

ORGANIZATION

BUILDING NUMBER

INDIVIDUAL

PHONE NUMBER

NATURE OF COMPLAINT

CONTRACT REFERENCE

VALIDATION

DATE/TIME CONTRACTOR INFORMED OF COMPLAINT

ACTION TAKEN BY CONTRACTOR

RECEIVED/VALIDATED BY

Appendix 4 – Corrective Action Report

CORRECTIVE ACTION REPORT (CAR)

(If more space is needed, use reverse and identify by number)

1. CONTRACTOR

2. CONTRACT NUMBER

3. TYPE OF SERVICES

4. FUNCTIONAL AREA

5. SUSPENSE DATE

6. CONTROL NUMBER

7. DEFICIENCY |_| MAJOR |_| MINOR

FINDING:

FINDING IMPACT:

Please respond with a written corrective action plan that details the corrective action of the cited deficiency, the cause of the deficiency, and actions taken to prevent recurrence by Suspense Date in Block 5. If date was not entered in Block 5, the contractor is not required to provide a response.

8. QUALITY ASSURANCE PERSONNEL (COR)

TYPED NAME AND GRADE

SIGNATURE AND DATE

9. ISSUING AUTHORITY

TYPED NAME AND GRADE

SIGNATURE AND DATE

10. COR RESPONSE TO CONTRACTOR CORRECTIVE ACTION AND ACTION TAKEN TO PREVENT RECURRENCE

11. COR DETERMINATION

|_| ACCEPTED |_| REJECTED

12. CLOSE DATE

Controlled By: DISA Controlled By: EC1 CUI Category: PROCURE Distribution/Dissemination Control: FEDCON POC: Lisa Medley, lisa.a.medley.civ@mail.mil, EC1 Mailbox: disa.letterkenny.eiic.list.ec1-cors@mail.mil

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