Attachment 4_QASP.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

Bulk Material Sampling and Analytical Laboratory Services for

Defense Logistics Agency – Strategic Materials

Section 8.0 contains a table that identifies performance-based measures that will be used to monitor Contractor performance. The Government will periodically evaluate the Contractor’s performance by appointing a representative(s) to monitor performance to ensure services are received. The Government representative will evaluate the Contractor’s daily performance through personal dealings and direct inspections of work products and demonstrated knowledge of applicable regulations. The Government reserves the right to be present and conduct inspections during sampling and analytical testing procedures. The Government also reserves the right to increase frequency of observations if deemed appropriate because of repeated failures discovered during quality control inspections or because of repeated customer complaints.

Likewise, the Government reserves the right to decrease the number of quality control inspections if acceptable performance dictates.

If any of the services do not conform to contract requirements, the Government will require the Contractor to perform the services again in conformity with contract requirements, at no increase in contract amount. When the defects in services cannot be corrected by re-performance, the Government reserves the right to exercise one or more of the following:

(a) Require the Contractor to take necessary action to ensure that future performance conforms to contract requirements

(b) Reduce the invoiced amount to reflect the reduced value of the services performed.

Performance scoring will be in accordance with the acceptable quality level identified in the performance measurements table.

(c) Terminate the contract in accordance with the applicable contract clauses, terms, and conditions.

1.0 INTRODUCTION

This Quality Assurance Surveillance Plan (QASP) is pursuant to the requirements listed in the Performance Work Statement (PWS) for Bulk Material Sampling and Analytical Laboratory Services. This performance-based plan sets forth the procedures and guidelines the Government will use in evaluating the technical performance of the Contractor.

1.1 PURPOSE

1.1.1. The purpose of the QASP is to describe the systematic methods used to measure performance and to identify the reports required and the resources to be employed. The QASP provides a means for evaluating whether the Contractor is meeting the performance objectives identified in the PWS.

1.1.2 This QASP is designed to define roles and responsibilities, identify the performance objectives, define the methodologies used to monitor and evaluate the Contractor’s performance, describe quality assurance reporting, and describe the analysis of quality assurance monitoring results.

1.2 PERFORMANCE MANAGEMENT APPROACH

1.2.1 The performance work statement (PWS) structures the acquisition around “what” service is required as opposed to “how” the Contractor should perform the work. This QASP will define the performance management approach to monitor, manage, and take appropriate action on the Contractor’s performance against expected outcomes or performance objectives communicated in the PWS. Performance management rests upon developing a capability to review and analyze information generated through performance metrics. The ability to make decisions based on the analysis of performance data is the cornerstone of performance management. The data generated in a performance management approach provides information that indicates whether expected outcomes for required services are being achieved adequately by the contractor.

1.2.2 Performance management also represents a significant shift from the more traditional Quality Assurance (QA) concepts in several ways. Performance management focuses on assessing outcomes achievement; versus compliance with processes and practices used to achieve the outcome. The only exceptions to process reviews are those required by law (Federal, State, and local) and compelling business situations such as safety and health. An outcome focus provides the Contractor flexibility to continuously improve and innovate over the course of the contract as long as the critical outcomes expected are being achieved at the desired levels of performance.

1.3 PERFORMANCE MANAGEMENT STRATEGY

1.3.1 The Contractor’s internal quality control system will set forth the staffing and procedures for self-inspecting the quality, timeliness, responsiveness, and other performance requirements in the PWS. The Contractor will utilize its internal quality control system to assess and report their performance to the designated Government representative.

1.3.2 The Government representative will monitor performance and review performance reports furnished by the contractor to determine how the Contractor is performing against communicated performance objectives. The Government will make decisions based on performance measurement metric data and notify the Contractor of those decisions. The Contractor will be responsible for making required changes in processes and practices to ensure performance is managed effectively.

2.0 ROLES AND RESPONSIBILITIES

2.1. The Contracting Officer (KO) is responsible for monitoring contract compliance, contract administration and cost control; and resolving any differences between the observations documented by the Contracting Officer’s Representative (COR) and the Contractor’s performance.

2.2 The KO will designate a COR as the Government authority for performance management.

2.3 The COR is responsible for monitoring, assessing, and communicating the technical performance of the Contractor and assisting the Contractor. The COR will have the responsibility for completing QA monitoring forms (refer to Attachment II) used to document the inspection and evaluation of the Contractor’s work performance. Government surveillance may occur under the Inspection of Services clauses for any service relating to the contract.

3.0 IDENTIFICATION OF SERVICES TO BE PERFORMED

The Contractor shall provide bulk material sampling and analytical laboratory services in accordance with the PWS. The performance objectives are specified in the PWS for each specific category of work. The acceptable level of performance is set in the acceptable quality level (AQL) for each performance objective.

4.0 METHODOLOGIES TO MONITOR PERFORMANCE

4.1 The primary methods of surveillance are:

A. Contractor’s reports B. Contractor’s input/feedback C. COR observations D. Government appointed representatives’ inputs E. Government appointed representative’ reports

4.2 The Contractor is expected to establish and maintain professional and collaborative communication with Government personnel identified in the PWS and QASP, and any additional personnel the KO identifies during the course of this contract.

4.3 AQLs, located in Attachment 1 Required Performance Metrics, are structured to allow the Contractor to manage how the work is performed. AQLs are keyed to the relative importance of the task to the overall mission performance.

5.0 QUALITY ASSURANCE REPORTING

5.1 The performance management feedback loop begins with the communication of expected outcomes. Performance standards are expressed in the PWS and summarized in the Attachment 1 below.

5.2 The COR will document performance in accordance with the sources listed above and the standards/inspection methods identified in the table below and will provide monthly reports to the KO. These reports will be documented on the smart forms in the Surveillance Performance Module (SPM) located within the Procurement Integrated Enterprise Environment (PIEE).

5.3 The COR, and others as designated, will use the monitoring form in Attachment II Quality Assurance Monitoring Form. The form, when completed, will document the COR’s understanding of the Contractor’s performance under the contract to ensure that the SOW requirements are being met.

5.3.1 The COR will retain a copy of all completed QA monitoring forms.

6.0 ANALYSIS OF QUALITY ASSURANCE MONITORING RESULTS

6.1 The Government will use the observation methods cited to determine whether the AQLs have been met. If performance objectives are not met, the government will determine the appropriate action, which may include reperforming work at no cost, requiring adjustments to the contractor’s quality practices, reducing invoiced amounts to reflect the reduced value of the services performed, or contract termination.

6.2 At the end of each month after award and until completion, the COR will prepare a written report for the Contracting Officer summarizing the overall results of the quality assurance monitoring of the Contractor’s performance. This written report consists of the Contractor’s submitted reports, identified in the SOW, and the completed Quality Assurance Monitoring Form (Attachment II) and will become part of the QA documentation.

6.3 The KO reserves the right to require the Contractor’s contracts manager, or a designated alternate, to meet with the KO and other Government personnel as necessary to discuss performance evaluation. The COR will define the frequency of in-depth reviews with the Contractor; these meetings will be at no additional cost to the government.

6.4 Review meeting agendas will include one or more of the following discussion topics:

• Monthly performance measured by the metrics and trends

• Issues and concerns of both parties

• Projected outlook for upcoming months and progress against expected trend

• Recommendations made by the COR based on contractor information

• Issues arising from independent reviews and inspections

6.5 The COR must notify the KO of issues/concerns of marginal or unacceptable performance so that the KO may discuss these performance issues with the contractor. For such instances, the contractor must present plans to adjust service levels accordingly to bring the satisfaction rating up to an acceptable level.

6.6 The KO/COR and Contractor should jointly formulate tactical and long–term courses of action. Decisions regarding changes to metrics, thresholds, or service levels should be clearly documented. Changes to service levels, procedures, and metrics will be incorporated as a contract modification at the convenience of the KO.

7.0. FAILURE TO PERFORM

7.1 The Contractor may receive deductions to invoiced amounts or even contract termination based on failure to perform. The following criteria apply for determining appropriate action:

1. Notifications. The KO will notify the Contractor of failure to meet standards through forms, cure notices, or show cause notices and will inform the Contractor’s contracts manager or designated alternate of such notices.

2. Invoice Deductions. The Government has the right to withhold a percentage of payment of the cost for performing particular services based on failure to meet performance standards.

3. Termination. If the KO determines that the Contractor has failed to perform to the extent that a termination for default is justified, the KO will issue a notice of termination in accordance with the applicable contract clauses, terms, and conditions.

8.0. REQUIRED PERFORMANCE METRICS TABLE

Section Para-graph # Performance Standard Acceptable

Quality Level Surveillance Method Corrective Means

BACKGROUND 2

The certificates of analysis/analytical reports (COAs) that represent the material held in the stockpile must have impeccable veracity.

100% of the time

Contractor's reports, inputs/feedback, COR observations, Government appointed representatives' inputs

Reperform at contractor expense, Discussion, Notices, Invoice deductions, Contract termination

SCOPE OF WORK 4

If analytical testing is included in the task order, the contactor shall take representative samples, perform the analysis, and deliver COAs to the government on numerous lots within eighty (80) calendar days of the government’s request for the contractor’s services.

100% of the time

Contractor's reports, inputs/feedback, COR observations, Government appointed representatives' inputs

Reperform at contractor expense, Discussion, Notices, Invoice deductions, Contract termination

Subject Materials 4.1.2.

The contractor shall have experience sampling bulk materials in various forms, including at a minimum, but not limited to, metallic flake, lumps, metallic ingots, coarse and fine powders, rods, blocks, and sheets, as applicable.

100% of the time

Contractor's reports, inputs/feedback, COR observations, Government appointed representatives' inputs

Reperform at contractor expense, Discussion, Notices, Invoice deductions, Contract termination

Sampling Operations at Government Depot Locations

4.2.1.

Within seven (7) days of issuing a task order, the contractor shall develop and submit to the Contracting Officer’s Representative (COR), a material sampling plan including particle size analysis if required, such that the contractor, sampling personnel, travel, and contractor-needed equipment will be arranged to commence sampling operations and potential subsequent verification testing

Within seven

(7) calendar days 100% of the time

Contractor's reports, inputs/feedback, COR observations, Government appointed representatives' inputs

Reperform at contractor expense, Discussion, Notices, Invoice deductions, Contract termination

Attachment I to DLA Strategic Materials Bulk Material Sampling and Analytical Laboratory Services QASP Required Performance Metrics Table graph #

Performance Standard Acceptable Quality Level

Surveillance Method Corrective Means within 30 calendar days of the government’s request for services.

Sampling Operations at Government Depot Locations

4.2.3.

The contractor shall coordinate with the COR for mutually acceptable dates for the sampling to take place. The contractor shall advise the COR of their intent to begin sampling operations at the depot ten (10) calendar days before the contractor’s requested start date for sampling.

Advisement within ten (10) calendar days 100% of the time

Contractor's reports, inputs/feedback, COR observations, Government appointed representatives' inputs

Reperform at contractor expense, Discussion, Notices, Invoice deductions, Contract termination

Sampling Plan 4.2.4.

The Contractor’s sampling plan submitted for each TO shall include all aspects of performing sampling operations:

100% of the time

Review of the Sampling Plan

Reperform at contractor expense, Discussion, Notices, Invoice deductions, Contract termination

A. National, international, or industry sampling standards

B. Personnel travel plans

C.

Equipment needed for the work, specifying whether any equipment is expected to be on-site for the sampling operator’s use

D. Consumables needed for the work (e.g., bags, seals, gloves, etc.)

E. General layout of equipment

F. Sampling area requirements, including sampling flow in and out of the area

G. Overall floorspace requirements

H. Specific support infrastructure needed at sampling location (electricity, water, etc.)

I. Contractor equipment storage requirements

Attachment I to DLA Strategic Materials Bulk Material Sampling and Analytical Laboratory Services QASP graph #

Performance Standard Acceptable Quality Level

Surveillance Method Corrective Means

J.

Number of contractor’s technicians needed during sampling operations at government site

K. Number of samples required and the basis for that number of samples

L. Sample recovery process, basis for that method

M. Sample splitting methodology

N.

Estimated duration of the sampling operations and estimated sample size including the number of days likely to be onsite for sampling, number of hours on days of sampling, suggestions on how to minimize the number of days at the Depot / travel cost

O. Particle size analysis technique, if required or applicable

P. Sample pulverization, if required or applicable

Q. Post sampling clean-up prior to exiting the site

R.

Relevant standards/tests used to develop the plan and how the plan will satisfy the sampling requirements of those tests

S.

Hazardous and non-hazardous materials handling and disposal and safety (personnel, property, environment, etc.) practices

Attachment I to DLA Strategic Materials Bulk Material Sampling and Analytical Laboratory Services QASP graph #

Performance Standard Acceptable Quality Level

Surveillance Method Corrective Means

Sampling Operations at Government Depot Locations

4.2.5.

The contractor’s sampling operations and verification testing services shall be independent in nature. Neither the government nor the material vendor will have influence on the contractor’s decisions and methods in the contractor’s performance of this contract, unless specifically stated in the task order. This requirement of independence does not preclude the contractor from collaborating with the government and the material vendor to facilitate the contractor’s performance under this contract.

100% of the time

Contractor's reports, inputs/feedback, COR observations, Government appointed representatives' inputs

Reperform at contractor expense, Discussion, Notices, Invoice deductions, Contract termination

Sampling Operations at Government Depot Locations

4.2.8. The contractor shall sample material in

accordance with the approved sampling plan.

100% of the time

Contractor's reports, inputs/feedback, COR observations, Government appointed representatives' inputs

Reperform at contractor expense, Discussion, Notices, Invoice deductions, Contract termination

Sampling Operations at Government Depot Locations

4.2.9.

The contractor shall open containers in a manner that does not damage the container or the function of the container.

100% of the time

Contractor's reports, inputs/feedback, COR observations, Government appointed representatives' inputs

Reperform at contractor expense, Discussion, Notices, Invoice deductions, Contract termination

Sampling Operations at Government Depot Locations

4.2.10.

The contractor shall reseal/re-close each opened container such that the container is returned to its original configuration and function, including any tamper-proof seals and atmosphere or as specified in the task order.

100% of the time

Contractor's reports, inputs/feedback, COR observations, Government appointed representatives' inputs

Reperform at contractor expense, Discussion, Notices, Invoice

Attachment I to DLA Strategic Materials Bulk Material Sampling and Analytical Laboratory Services QASP graph #

Performance Standard Acceptable Quality Level

Surveillance Method Corrective Means

Sampling Operations at Government Depot Locations

4.2.11.

For containerized material, the contractor shall use an indelible means (e.g., paint stick) to label each opened container “S” followed by the date (MM/DD/YYYY), or as advised by depot personnel. The contractor shall ensure the indelible marking is large enough for a person with average vision to see at 15 feet without vision enhancements other than corrective eyewear lenses.

100% of the time

Contractor's reports, inputs/feedback, COR observations, Government appointed representatives' inputs

Reperform at contractor expense, Discussion, Notices, Invoice deductions, Contract termination

Sampling Operations at Government Depot Locations

4.2.12.

The contractor shall have expert ability and experience in determining particle size, both in processus and with a collected sample.

The task order will specify if particle size analysis and verification to the material order specifications are required. If particle size analysis in processus is indicated, the contractor shall perform the analysis and verification for each lot at the time of sampling operations. If sampling is not done in processus, the contractor shall perform particle size analysis in their laboratory.

100% of the time

Contractor's reports, inputs/feedback, COR observations, Government appointed representatives' inputs

Reperform at contractor expense, Discussion, Notices, Invoice deductions, Contract termination

Sampling Operations at Government Depot Locations

4.2.13.

Samples will be equivalent, representative, and correlated to the lot of material from which it was taken. All lots will be sampled as agreed in the sampling plan. Multiple samples may be required per lot; samples will not contain material from more than one lot.

100% of the time

Contractor's reports, inputs/feedback, COR observations, Government appointed representatives' inputs

Reperform at contractor expense, Discussion, Notices, Invoice deductions, Contract termination

Sampling Operations at Government Depot Locations

4.2.15.

The contractor shall document and maintain chain of custody of the representative samples.

100% of the time

Contractor's reports, inputs/feedback, COR observations, Government appointed representatives' inputs

Reperform at contractor expense, Discussion, Notices, Invoice

Attachment I to DLA Strategic Materials Bulk Material Sampling and Analytical Laboratory Services QASP graph #

Performance Standard Acceptable Quality Level

Surveillance Method Corrective Means

Sampling Operations at Government Depot Locations

4.2.16.

If the task order specifies sampling and analysis, the contractor shall provide the government samples to the designated government POC and maintain chain of custody of the contractor’s analytical and reserve samples through government acceptance of the COA.

100% of the time

Contractor's reports, inputs/feedback, COR observations, Government appointed representatives' inputs

Reperform at contractor expense, Discussion, Notices, Invoice deductions, Contract termination

Sampling Operations at Government Depot Locations

4.2.17.

If the task order specifies only sampling, the contractor shall provide all samples to the designated government POC.

100% of the time

Contractor's reports, inputs/feedback, COR observations, Government appointed representatives' inputs

Reperform at contractor expense, Discussion, Notices, Invoice deductions, Contract termination

Sampling Operations at Government Depot Locations

4.2.18.

The contractor shall comply with 5.

ENVIRONMENTAL AND SAFETY of this PWS during all contractor operations at the government depot.

100% of the time

Contractor's reports, inputs/feedback, COR observations, Government appointed representatives' inputs

Reperform at contractor expense, Discussion, Notices, Invoice deductions, Contract termination

Sampling Operations at Government Depot Locations

4.2.19.

The contractor shall comply with direction by government depot personnel including logistics and safety instructions (e.g., designated staging area(s), safety/security, etc.), that does not compromise the independent nature of the contractor’s sampling operations. The government reserves the right to demand the contractor cease activities at the government location at any time due to safety, security, or other urgent government requirements.

100% of the time

Contractor's reports, inputs/feedback, COR observations, Government appointed representatives' inputs

Reperform at contractor expense, Discussion, Notices, Invoice

Attachment I to DLA Strategic Materials Bulk Material Sampling and Analytical Laboratory Services QASP graph #

Performance Standard Acceptable Quality Level

Surveillance Method Corrective Means

Sampling Operations at Government Depot Locations

4.2.20.

The contractor shall minimize their dependence on site personnel in sampling operations while minimizing damage to the integrity of the material.

100% of the time

Contractor's reports, inputs/feedback, COR observations, Government appointed representatives' inputs

Reperform at contractor expense, Discussion, Notices, Invoice deductions, Contract termination

Sampling Operations at Government Depot Locations

4.2.21.

The contractor shall supply all personnel and equipment (including fork trucks and fuel, if needed) to perform sampling operations.

Government support is outlined in 4.17 Onsite Government Support; the contractor shall not depend on the government personnel to perform any part of the sampling processes. Any further support needed must be outlined in the sampling plan.

100% of the time

Contractor's reports, inputs/feedback, COR observations, Government appointed representatives' inputs

Reperform at contractor expense, Discussion, Notices, Invoice deductions, Contract termination

Sampling Operations at Government Depot Locations

4.2.22.

The contractor shall leave the sampling site in the same condition as found, taking care to remove all contractor’s equipment or belongings, walk the site with the site personnel pointing out any damage or evidence left from usage or any alterations, and dispose of any waste produced while on site.

100% of the time

Contractor's reports, inputs/feedback, COR observations, Government appointed representatives' inputs

Reperform at contractor expense, Discussion, Notices, Invoice deductions, Contract termination

Sampling Operations at Government Depot Locations

4.2.24.

The contractor shall notify the Government of their intent to dispose of the reserve sample and/or any remaining analytical sample. If the Government does not elect to retrieve the reserve sample and/or the remainder of the analytical sample, the contractor shall dispose of those samples in compliance with all federal, state, and local laws and regulations.

100% of the time

Contractor's reports, inputs/feedback, COR observations, Government appointed representatives' inputs

Reperform at contractor expense, Discussion, Notices, Invoice

Attachment I to DLA Strategic Materials Bulk Material Sampling and Analytical Laboratory Services QASP graph #

Performance Standard Acceptable Quality Level

Surveillance Method Corrective Means

Sampling Operations at Material Vendor or Commercial Locations

4.3.1.

The government may require the contractor to conduct sampling operations at a location other than a government depot, such as the material vendor’s location, or an upstream point in the material vendor’s process (commercial location). Upstream sampling is typically before the material vendor’s delivery to the government such as during a repackaging process, at railcar or truck loading, at the furnace output of ingots, etc.).

The contractor’s sampling plan must specify what, if any, support they would need from the material vendor.

100% of the time

Contractor's reports, inputs/feedback, COR observations, Government appointed representatives' inputs

Reperform at contractor expense, Discussion, Notices, Invoice deductions, Contract termination

Sampling Operations at Material Vendor or Commercial Locations

4.3.3.

When the government requires sampling at a material vendor or commercial location, the contractor shall collaborate with both the government and the material vendor in developing a schedule and logistics for the sampling plan that is acceptable to the government, the material vendor, and the contractor. The contractor’s collaboration efforts may include teleconferences or video conferences with the government and the material vendor. These conferences are at the contractor’s expense.

100% of the time

Contractor's reports, inputs/feedback, COR observations, Government appointed representatives' inputs

Reperform at contractor expense, Discussion, Notices, Invoice deductions, Contract termination

Sampling Operations at Material Vendor or Commercial Locations

4.3.4.

If the government determines a planning site visit to the material vendor or commercial location is necessary, the contractor shall attend the joint sampling planning meeting.

The government, material vendor, and the contractor shall determine a mutually agreeable schedule for the joint meeting.

100% of the time

Contractor's reports, inputs/feedback, COR observations, Government appointed representatives' inputs

Reperform at contractor expense, Discussion, Notices, Invoice

Attachment I to DLA Strategic Materials Bulk Material Sampling and Analytical Laboratory Services QASP graph #

Performance Standard Acceptable Quality Level

Surveillance Method Corrective Means

Only CONUS travel by the contractor is acceptable. Travel will be in accordance with

4.16 Contractor Travel.

Sampling Operations at Material Vendor or Commercial Locations

4.3.5.

The contractor shall agree to a sampling schedule that is acceptable to the government, the material vendor, and the contractor.

100% of the time

Contractor's reports, inputs/feedback, COR observations, Government appointed representatives' inputs

Reperform at contractor expense, Discussion, Notices, Invoice deductions, Contract termination

Sampling Operations at Material Vendor or Commercial Locations

4.3.6.

When the contractor’s sampling operations take place at a material vendor location or a commercial location, the contractor shall provide all personnel and equipment necessary for the contractor to perform sampling operations or upstream sampling operations. The contractor shall not depend on the material vendor’s personnel to perform any part of the sampling processes, except as agreed in the planning sessions and documented in the approved sampling plan.

100% of the time

Contractor's reports, inputs/feedback, COR observations, Government appointed representatives' inputs

Reperform at contractor expense, Discussion, Notices, Invoice deductions, Contract termination

Sampling Operations at Material Vendor or Commercial Locations

4.3.7.

The sampling plan, including in processus particle size analysis if required, as described in Section 4.2.4 shall be submitted to the COR within seven (7) calendar days of the conclusion of the final joint sampling planning meeting.

Within seven

(7) calendar days 100% of the time

Contractor's reports, inputs/feedback, COR observations, Government appointed representatives' inputs

Reperform at contractor expense, Discussion, Notices, Invoice deductions, Contract termination

Sampling Operations at Material Vendor or Commercial Locations:

4.3.9.

The contractor shall advise the COR of their intent to begin sampling operations at a commercial location or upstream sampling operations at the material vendor location a minimum of ten (10) calendar days before the

With a minimum of ten (10) calendar days 100% of the time

Contractor's reports, inputs/feedback, COR observations, Government appointed representatives' inputs

Reperform at contractor expense, Discussion, Notices, Invoice

Attachment I to DLA Strategic Materials Bulk Material Sampling and Analytical Laboratory Services QASP graph #

Performance Standard Acceptable Quality Level

Surveillance Method Corrective Means contractor’s requested start date for sampling.

Sampling Operations at Material Vendor or Commercial Locations:

4.3.10.

The contractor shall act in a professional manner while on a third party’s site and abide by all aspects of environmental and safety practices incorporated into the award plus any requirements the material vendor and/or commercial location warrants or imposes.

100% of the time

Contractor's reports, inputs/feedback, COR observations, Government appointed representatives' inputs

Reperform at contractor expense, Discussion, Notices, Invoice deductions, Contract termination

Sampling Operations at Material Vendor or Commercial Locations:

4.3.11.

The contractor shall secure all samples in a tamper-proof manner. The contractor shall secure the government’s sample for travel with the material during the material vendor’s shipment to the government as required in the task order. The contractor shall either:

100% of the time

Contractor's reports, inputs/feedback, COR observations, Government appointed representatives' inputs

Reperform at contractor expense, Discussion, Notices, Invoice deductions, Contract termination

A. provide the analytical and reserve samples to the POC designated in the Task Order, or

B.

retain custody of the analytical and reserve samples at the contractor’s laboratory through government acceptance of the COA.

Analytical Testing 4.4.1.

For each TO where analytical testing is required, the contractor shall perform the analysis at their CONUS laboratory for chemical and physical properties for each sample taken to validate the material specifications and deliver a COA for each sample group.

100% of the time

Contractor's reports, inputs/feedback, COR observations, Government appointed representatives' inputs

Reperform at contractor expense, Discussion, Notices, Invoice

Attachment I to DLA Strategic Materials Bulk Material Sampling and Analytical Laboratory Services QASP graph #

Performance Standard Acceptable Quality Level

Surveillance Method Corrective Means

Analytical Testing 4.4.3.

The contractor shall be certified in ISO 17025 through A2LA with the following specific certifications, at a minimum: sample preparation for mineral ore, limestone, ferro-alloys (falling within the A2LA P112 Flexible Scope Policy); Inductively Coupled Plasma (ICP) for Al, Ag, As, B, Ba, Bi, Ca, Cd, Ce, Co, Cr, Cu, Fe, K, La, Li, Mg, Mn, Mo, Na, Nb, Ni, P, Pb, Sb, Se, Si, Sn, Sr, Ta, Ti, V, W, Zn (falling within the A2LA P112 Flexible Scope Policy);

combustion analysis for C, N, O, S (falling within the A2LA P112 Flexible Scope Policy);

Wavelength-Dispersive X-Ray Fluorescence analysis for Al, Ca, Cr, Co, Cu, Fe, Mn, Mo, Na, Nb, Ni, P, S, Si, Ti, V (falling within the A2LA P112 Flexible Scope Policy); gravimetric precipitation analysis for CaF2, Mo, Nb, S, SiO2; volumetric analysis for B, Ca, Cr, Fe, Metallic Fe, Mg, Mn, Ni, Ti, V; gas evolution for CO2 and; miscellaneous gravimetric analysis for sieve testing, Loss on Ignition, moisture at 105°C.

100% of the time

Contractor's reports, inputs/feedback, COR observations, Government appointed representatives' inputs

Reperform at contractor expense, Discussion, Notices, Invoice deductions, Contract termination

Analytical Testing 4.4.4.

The contractor shall be ISO (International Organization for Standardization) 17025 certified in both elemental analysis and metallurgical analysis, National Aerospace and Defense Contractors Accreditation Program (NADCAP) accredited, American Society of Mechanical Engineers – Nuclear Facility Applications Quality Assurance compliant (ASME-NQA-1), American National Standards Institute National Accreditation

100% of the time

Contractor's reports, inputs/feedback, COR observations, Government appointed representatives' inputs

Reperform at contractor expense, Discussion, Notices, Invoice

Attachment I to DLA Strategic Materials Bulk Material Sampling and Analytical Laboratory Services QASP graph #

Performance Standard Acceptable Quality Level

Surveillance Method Corrective Means

Board (ANAB) certified, and be International Traffic in Arms Regulations (ITAR) compliant.

Analytical Testing 4.4.9.

In cases where in particle size analysis was not performed during sampling operations, the contractor shall use their expert ability and experience to determine particle size analysis in their laboratory.

100% of the time

Contractor's reports, inputs/feedback, COR observations, Government appointed representatives' inputs

Reperform at contractor expense, Discussion, Notices, Invoice deductions, Contract termination

Analytical Testing 4.4.10.

The contractor shall perform the analysis to determine and document the physical and chemical properties to the degree of precision indicated by the requirements specified in the task order.

100% of the time

Contractor's reports, inputs/feedback, COR observations, Government appointed representatives' inputs

Reperform at contractor expense, Discussion, Notices, Invoice deductions, Contract termination

Certificates of Analysis/Analytical Reports

4.5.1.

For each task order where analysis is required, the contractor shall deliver a COA for each sample. Each COA shall include the following, at a minimum:

100% of the time Review of the COA

Reperform at contractor expense, Discussion, Notices, Invoice

A.

Lot number and government-assigned K-numbers if present. This should match the description used in the sample’s chain of custody, B. Weight and number of containers to which the COA applies, C. Dimensional information of the material, if applicable, D. List of the tests performed and/or methodology applied, Attachment I to DLA Strategic Materials Bulk Material Sampling and Analytical Laboratory Services QASP graph #

Performance Standard Acceptable

E.

Numerical results and qualitative results (as applicable) for physical and chemical properties, F.

Error ranges/limits for results – optional only if the ranges are specified in the testing standard and/or the contractor’s technical proposal, G. The Government’s specifications/requirements, H.

Name of the company performing the tests and the laboratory location where the tests were performed. If the laboratory work is subcontracted, both firms’ information may be on the COA, I. Date or range of dates each analysis is performed, and

J. Printed name and signature of analyst.

Certificates of Analysis/Analytical Reports

4.5.2.

The contractor shall include with the COAs the standards and brief descriptions of methodology(s) they used for each test.

100% of the time Review of the COA

Reperform at contractor expense, Discussion, Notices, Invoice deductions, Contract termination

Certificates of Analysis/Analytical Reports

4.5.3. The COA and all other documents shall be in

English.

100% of the time Review of the COA

Reperform at contractor expense, Discussion, Notices, Invoice

Attachment I to DLA Strategic Materials Bulk Material Sampling and Analytical Laboratory Services QASP graph #

Performance Standard Acceptable Quality Level

Surveillance Method Corrective Means

Certificates of Analysis/Analytical Reports

4.5.4.

The contractor shall deliver the COAs for each sample to the government within 21 calendar days, or as indicated in the TO, after the contractor collects/receives the sample.

Within 21 days or as indicated in the TO 100% of the time

Contractor's reports, inputs/feedback, COR observations, Government appointed representatives' inputs

Reperform at contractor expense, Discussion, Notices, Invoice deductions, Contract termination

Certificates of Analysis/Analytical Reports

4.5.5.

The contractor shall send COAs in PDF format as an email attachment to the COR for review.

Each COA shall be sent in a separate email with a subject line that includes the identifying information for the sample.

100% of the time

Contractor's reports, inputs/feedback, COR observations, Government appointed representatives' inputs

Reperform at contractor expense, Discussion, Notices, Invoice deductions, Contract termination

Certificates of Analysis/Analytical Reports

4.5.7.

The government will review the COAs received for each TO to ensure all expected COAs have been received.

100% of the time

Contractor's reports, inputs/feedback, COR observations, Government appointed representatives' inputs

Reperform at contractor expense, Discussion, Notices, Invoice deductions, Contract termination

Performance Management 4.6.3.

The contractor shall be resilient and responsive if the government changes material delivery schedules or the material vendor changes lot size, quantity of material in each container, or number of containers per lot.

100% of the time

Contractor's reports, inputs/feedback, COR observations, Government appointed representatives' inputs

Reperform at contractor expense, Discussion, Notices, Invoice deductions, Contract termination

Performance Management 4.6.5.

If the contractor shall perform on multiple task orders with simultaneous periods of performance, the contractor shall develop, maintain, and follow a comprehensive IMP and IMS that ensures all requirements are fulfilled. The contractor shall submit the IMP and IMS within two (2) business days upon request by the COR or KO.

Within two (2) business days 100% of the time

Contractor's reports, inputs/feedback, COR observations, Government appointed representatives' inputs

Reperform at contractor expense, Discussion, Notices, Invoice

Attachment I to DLA Strategic Materials Bulk Material Sampling and Analytical Laboratory Services QASP graph #

Performance Standard Acceptable Quality Level

Surveillance Method Corrective Means

Performance Management 4.6.6.1.

The contractor shall submit written monthly reports detailing the status of the services.

Reports shall contain information or discussion of each task order’s status, including but not limited to programmatic and financial progress, and risks, and any risks or concerns about execution of the workload at a task order or aggregate level.

100% of the time

Contractor's reports, inputs/feedback, COR observations, Government appointed representatives' inputs

Reperform at contractor expense, Discussion, Notices, Invoice deductions, Contract termination

Performance Management 4.6.6.2.

These reports shall coincide with invoice submission and shall be uploaded as attachments to the invoice in Procurement Integrated Enterprise Environment (PIEE)/Wide Area Workflow (WAWF).

100% of the time

Contractor's reports, inputs/feedback, COR observations, Government appointed representatives' inputs

Reperform at contractor expense, Discussion, Notices, Invoice deductions, Contract termination

Performance Management 4.6.6.3.

When billing for sampling costs, including travel and other direct costs, the contractor shall indicate the lot numbers associated with the costs.

100% of the time

Contractor's reports, inputs/feedback, COR observations, Government appointed representatives' inputs

Reperform at contractor expense, Discussion, Notices, Invoice deductions, Contract termination

Performance Management 4.6.7.1.

The contractor shall designate a contract manager who shall have full authority to act for the contractor on all matters relating to this contract and shall be responsible for the performance of the PWS requirements. The contractor shall also designate an alternate to the contract manager. The contractor shall submit with their proposal, the contract manager’s and alternate’s resumes demonstrating relevant experience in both bulk sampling and laboratory analysis/management. If there will be a change in key personnel, the contractor must

At least thirty

(30) calendar days 100% of the time

Contractor's reports, inputs/feedback, COR observations, Government appointed representatives' inputs

Reperform at contractor expense, Discussion, Notices, Invoice

Attachment I to DLA Strategic Materials Bulk Material Sampling and Analytical Laboratory Services QASP graph #

Performance Standard Acceptable Quality Level

Surveillance Method Corrective Means notify the government and submit the incoming individual's resume within thirty

(30) calendar days in advance.

Performance Management 4.6.7.2.

The contractor shall provide the contract manager and alternate’s name and contact information (including their best telephone number) to the KO and COR in writing within seven (7) calendar days after contract award.

Within seven

(7) calendar days 100% of the time

Contractor's reports, inputs/feedback, COR observations, Government appointed representatives' inputs

Reperform at contractor expense, Discussion, Notices, Invoice deductions, Contract termination

Performance Management 4.6.8.1.

The contractor shall develop and submit via email an SOP for performance of each activity within this PWS. Contractor shall comply with their SOP.

100% of the time

Review of the SOP.

Contractor's reports, inputs/feedback, COR observations, Government appointed representatives' inputs

Reperform at contractor expense, Discussion, Notices, Invoice deductions, Contract termination

Performance Management 4.6.8.2.

The contractor’s SOP shall include an accident prevention plan, a site-specific hazard analysis, an accident hazard analysis, and the QAP described in 4.11 Quality Assurance.

100% of the time

Review of the SOP.

Contractor's reports, inputs/feedback, COR observations, Government appointed representatives' inputs

Reperform at contractor expense, Discussion, Notices, Invoice deductions, Contract termination

Performance Management 4.6.8.3.

The contractor shall submit the SOP to the KO/COR within seven (7) calendar days of contract award.

Within seven

(7) calendar days 100% of the time

Contractor's reports, inputs/feedback, COR observations, Government appointed representatives' inputs

Reperform at contractor expense, Discussion, Notices, Invoice deductions, Contract termination

Performance Management 4.6.8.4.

The contractor shall submit all proposed changes to the SOP and any plans contained therein to the KO/COR in writing. The contractor shall not implement any changes to the SOP prior to KO approval.

100% of the time

Contractor's reports, inputs/feedback, COR observations, Government appointed representatives' inputs

Reperform at contractor expense, Discussion, Notices, Invoice

Attachment I to DLA Strategic Materials Bulk Material Sampling and Analytical Laboratory Services QASP graph #

Performance Standard Acceptable Quality Level

Surveillance Method Corrective Means

Transportation 4.7.1.

The Contractor shall be responsible for transportation of the samples as specified in the task order. Transportation shall comply with all relevant federal, state, and local laws, including the Department of Transportation Hazardous Materials Regulations (49 CFR 170-189) where appropriate. Safety Data Sheets (SDS) documentation is included in shipping requirements.

100% of the time

Contractor's reports, inputs/feedback, COR observations, Government appointed representatives' inputs

Reperform at contractor expense, Discussion, Notices, Invoice deductions, Contract termination

Chain of Custody/ Physical Security 4.8.1.

The contractor shall protect, maintain, and document chain of custody of material samples.

100% of the time

Contractor's reports, inputs/feedback, COR observations, Government appointed representatives' inputs

Reperform at contractor expense, Discussion, Notices, Invoice deductions, Contract termination

Chain of Custody/ Physical Security 4.8.2.

The contractor shall submit with their technical proposal a description of their physical security and chain of custody plan as it applies to sample custody and safeguarding. The contractor shall submit all changes to the physical security and chain of custody plan(s) to the KO/COR in writing via email. The contractor shall not implement any changes to the physical security and chain of custody plan(s) prior to KO approval.

100% of the time

Physical security and chain of custody plans

Reperform at contractor expense, Discussion, Notices, Invoice deductions, Contract termination

Chain of Custody/ Physical Security 4.8.3.

Chain of custody documentation will provide a continuous chronological record of the sample, specifying at a minimum:

100% of the time

Review of the chain of custody plan

Reperform at contractor expense, Discussion, Notices, Invoice

Attachment I to DLA Strategic Materials Bulk Material Sampling and Analytical Laboratory Services QASP graph #

Performance Standard Acceptable

A.

Who collected the sample, when and where, the material, lot number, and the government-assigned K-number if present.

B.

All transfers between personnel including who provided, who received, their roles in the organization/company and employer, the date, and the receiving party’s signature.

C.

All transportation including who provided, who received, their role and employer, and the date.

D.

Date of receipt and name of person receiving at the contractor’s laboratory for testing, or shipment or delivery to the government.

E.

If testing is performed, the sample description shall be maintained and used in the COA, so the COA is clearly tied to the sample.

Chain of Custody/ Physical Security 4.8.4. The contractor shall follow the physical security/chain of custody plan at all times.

100% of the time

Physical security and chain of custody plans

Reperform at contractor expense, Discussion, Notices, Invoice deductions, Contract termination

Chain of Custody/ Physical Security 4.8.5. Samples may only be used for analyses in accordance with the accepted Testing Plan.

100% of the time

Contractor's reports, inputs/feedback, COR observations, Government appointed representatives' inputs

Reperform at contractor expense, Discussion, Notices, Invoice

Attachment I to DLA Strategic Materials Bulk Material Sampling and Analytical Laboratory Services QASP graph #

Performance Standard Acceptable Quality Level

Surveillance Method Corrective Means

Chain of Custody/ Physical Security 4.8.6.

The contractor shall submit documentation demonstrating proof of custody and location of government material at any time upon government request.

100% of the time

Contractor's reports, inputs/feedback, COR observations, Government appointed representatives' inputs

Reperform at contractor expense, Discussion, Notices, Invoice deductions, Contract termination

Chain of Custody/ Physical Security 4.8.7.

The contractor shall ensure no government material or samples of government material leave CONUS.

100% of the time

Contractor's reports, inputs/feedback, COR observations, Government appointed representatives' inputs

Reperform at contractor expense, Discussion, Notices, Invoice deductions, Contract termination

Chain of Custody/ Physical Security 4.8.8.

The contractor shall be responsible for safeguarding government material in its custody at all times and particularly during transportation between the sampling location and the contractor’s laboratory.

100% of the time

Contractor's reports, inputs/feedback, COR observations, Government appointed representatives' inputs

Reperform at contractor expense, Discussion, Notices, Invoice deductions, Contract termination

Citizenship 4.9.1. The contractor shall be a CONUS-based entity.

100% of the time

Contractor's reports, inputs/feedback, COR observations, Government appointed representatives' inputs

Reperform at contractor expense, Discussion, Notices, Invoice deductions, Contract termination

Citizenship 4.9.2. Government depots do not permit foreign nationals on-site.

100% of the time

Contractor's reports, inputs/feedback, COR observations, Government appointed representatives' inputs

Reperform at contractor expense, Discussion, Notices, Invoice

Attachment I to DLA Strategic Materials Bulk Material Sampling and Analytical Laboratory Services QASP graph #

Performance Standard Acceptable Quality Level

Surveillance Method Corrective Means

Permits, licenses, certifications and accreditations

4.10.1.

The contractor shall submit proof of…