Attachment 4_QASP.pdf

GSA RFQ1787946 ATTACHMENT 4-QASP

Quality Assurance Surveillance Plan For

Uninterrupted Power Supply

COR

TBD

DATE BEP

CONTRACTING

OFFICER

Lasonia Brown

DATE

Award

Award

SUMMARY OF REVISIONS

Revision Dated

Revision page(s) number

Content Position Name

Original version Date

Original QASP COR

TABLE OF CONTENTS

Subject Page Number

1. Overview 4

2. Description of Services/Supply/Product 4

3. Roles and Responsibilities 4

4. Contract Quality Requirements 5

5. Government Surveillance 5

6. Non-Conforming Performance 6

7. Data Analysis 7

8. Acceptance of Services 7

9. COR Status Report 7

10. Contractor Performance Assessment Reporting System (CPARS) 7

11. COR/Quality Assurance Surveillance Files 7

12. QASP Changes 7

1. Overview.

1.1. Purpose. The purpose of this Quality Assurance Surveillance Plan (QASP) is to identify the methods and procedures the Government will use to ensure it receives the services under this contract as identified in the Performance Work Statement (PWS).

1.2. Intent. The intent of this QASP is to: 1) ensure Contractor performance meets or exceeds contract terms, conditions and specifications; 2) hold the Contractor accountable for quality control; and 3) encourage the Contractor to take appropriate steps to control and improve quality. Accordingly, the Government will perform surveillance on the contract in accordance with this QASP, but reserves the right to monitor the contract in any manner necessary, at any times necessary, and at all places necessary to ensure that the rendered services conform to contract requirements. The Government also reserves the right to perform quality assurance at the Subcontractor level and perform quality assurance at the contractor's place of business, if applicable. Resolution of non-conforming services discovered at the Subcontractor level will be addressed with the prime Contractor.

2. Description of Services.

2.1. Scope of Work. The Contractor shall provide all personnel, equipment, tools, materials, vehicles, supervision, and other items and services necessary to provide preventive maintenance, testing, and emergency repair services for the uninterruptible power supply systems including the Police Command Center, back up batteries, and chargers.

2.2. Type of Contract. Firm Fixed Price.

3. Roles and Responsibilities.

3.1. Government.

3.1.1. Contracting Officer (CO). The CO is the only person with the authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the Government. Note: The only individual who can legally bind the Government

3.1.2. Contracting Officer’s Representative (COR). The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the

Contracting Officer and Contractor of any deficiencies; coordinate availability of Government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

3.2. Contractor. The contractor, and not the Government, is responsible for management and quality control actions to meet the terms of the contract.

4. Contract Quality Requirements.

4.1. Contractor’s Quality Control Program. The Contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract. The Contractor shall ensure services are performed in accordance with this PWS. The Contractor shall identify, prevent, and ensure non-recurrence of defective services.

4.2. Government Quality Assurance. The Government shall evaluate the Contractor’s performance under this contract in accordance with this QASP. This plan is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance and minimum acceptable defect rate(s).

5. Government Surveillance.

5.1. Methods of Surveillance. The following Methods of Surveillance will be utilized in monitoring the Contractors’ performance:

5.2. Periodic Inspection - Planned sampling of a service at specific predetermined dates and times. May be appropriate for tasks that occur infrequently.

5.3 Customer Feedback. The Customer Complaint Record, Attachment 2, will be used to document/record all complaints. The following procedures will be followed when a complaint is received.

• The COR will investigate and determine the validity of the complaint.

• If the complaint is determined to be invalid, the COR will inform the person who submitted the complaint of the reason(s) as soon as practical.

• For validated complaints that are true contractual non-conformances, the procedures in paragraph 6 below will be followed.

6. Non-Conforming Performance. Non-conformance occurs when a Contractor fails to meet Contract or Task Order terms, conditions and/or specifications. All instances of non-conformance will be documented and the Contractor will be notified. Resolution of non-conformance discovered at the Subcontractor level will be addressed with the prime Contractor. Non-conformance is classified as either: Level I (Minor); Level II (Major); or Level III (Critical).

6.1. Level I (Minor). Level I non-conformance is not likely to materially reduce the usability of services for their intended purpose or is a departure from established standards having little bearing on completing the contract requirement. Minor non-conformances can usually be corrected on the spot and can be issued to the Contractor through either a verbal or written Contract Discrepancy Report (CDR). However, the Government is still required to document verbal Level I CDRs. The COR may issue verbal Level I CDRs directly to the appropriate level of Contractor management. The COR will notify the CO as soon as practical when a verbal Level I CDR is issued and document them in their Monthly Reports. If the non-conformance cannot be corrected on the spot, the Contractor shall be given a suspense date to correct the deficiency. The CO will issue and sign written Level I CDRs, Attachment 5.

6.2. Level II (Major). Level II non-conformance is likely to result in failure of the services to meet contract requirements. Also, repeated discrepancies, a large number of documented Level I CDRs and trends indicating failure of the Contractor’s quality control program can be classified as Level II CDRs. The CO issues all Level II CDRs in writing, Attachment 5. The COR will notify the CO as soon as practical when a major non-conformance is identified.

6.3. Level III (Critical). Level III non-conformances result in hazardous or unsafe conditions due to the manner in which the services are performed; prevent or impact a vital agency mission as a result of performance; or are for repeated or uncorrected Level II CDRs. The Contracting Office Director or Deputy Director issues written Level III CDRs. The COR is responsible for notifying the CO immediately upon discovery of a critical non-conformance.

6.4. Documenting CDRs. Documentation, as a minimum, will include: the Contract or Task Order number; reference to the specific contract requirement; the specific discrepancy to the requirement; where it was discovered; the date and time it was discovered; Contractor representative who was notified; and the suspense date for Contractor response/corrective action.

6.5. Tracking and Resolving CDRs. All CDRs, verbal and written, regardless of issuer will be included in the COR’s Monthly Report. The COR and CO shall track CDRs to ensure the Contractor identifies and takes appropriate corrective action to the root cause and the specific non-conformance is corrected within the required timeline. The CO will make a final written determination of the Government’s remedies if the non-conformance is not corrected by the Contractor after receiving notice and a reasonable opportunity to correct the work.

7. Data Analysis. Data Analysis will be performed to identify trends in cost, schedule and/or performance risks. The results of Data Analysis will be documented in COR Status Reports and may be used to make adjustments to surveillance schedules, increase or decrease surveillance, if deemed appropriate. Negative trends noted using Government data/observations could result in issuing the Contractor a Contract Discrepancy Report. Trends noted using Contractor data will not result in a CDR unless the Contractor is not addressing the negative trend.

8. Acceptance of Services. When all services have been deemed acceptable and there is documented objective quality evidence to support acceptable performance the COR will accept the services provided and authorize payment of the Contractor. This is accomplished by approving the Contractor’s Receiving Reports via IPP.

9. COR Status Report. COR Status Reports will be submitted on a Monthly basis to the Contracting Officer. COR Status Reports will provide a synopsis of the Contractors performance for the inclusive dates of the report. The synopsis will contain a summary of: surveillances performed; Customer Feedback, if any; CDRs, if any; an analysis of the Contractors performance;

recommended adjustments to surveillance schedules; and any other pertinent contract information. Completed Surveillance Checklists and CDRs, if any, will be included as attachments to COR Status Reports or uploaded separately in the Miscellaneous Documents Section of the CORs’ Online file.

10. Contractor Performance Assessment Reporting System (CPARS). Documented surveillance data (COR Status Reports, Completed Surveillance Checklists, Customer Feedback and CDRs, if any) will be used to support CPARS ratings.

11. COR/Quality Assurance Surveillance Files. The official COR/Quality Assurance Surveillance File will be maintained by the COR

12. QASP Changes. This QASP is a living document and, as such, may be changed as needed based on Data Analysis (trends), contract modifications, etc. The COR will send any recommended changes to the Contracting Officer for approval and the Contracting Officer must approve all changes.

Attachments:

1. Performance Requirements Summary (PRS)

2. Customer Complaint Record

3. Contract Discrepancy Report

Attachment 1

Performance Requirements Summary (PRS)

The contractor services requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success. Government surveillance of contractor performance is not limited to the Performance Objectives as outlined in this PRS. The Government reserves the right to conduct compliance surveillance of any contractual requirement of this acquisition.

Performance Objective

Performance Standard

Performance Threshold

Method of Surveillance

Incentive/ Disincentive

PRS#1. The contractor shall provide Preventive Maintenance Services IAW

5.2 of the PWS.

Inspect, and do preventative maintenance on all listed UPS, and provide inspection report. Schedule work a month in advance and notify

COR.

Zero deviation

Observation and 100% inspection of reports

Non-payment till work complete

Positive or Negative

CPARS

assessment

PRS# 2. The contractor shall provide Battery Replacement and Corrective Repairs

IAW

5.4 of PWS.

Timely provision of estimates of any upcoming battery replacement or other corrective repair costs broken out into materials and labor shall be provided by April 30th for upcoming year

Zero deviation

100% inspection

Positive or Negative CPARS assessment

PRS#3. The contractor shall provide Emergency Services IAW with 5.3 of PWS.

The Contractor will respond to emergency calls within 24 hours of receiving notification from the COR on a 24-hour, 7-day per week basis

Zero deviation

Observation

Positive or Negative CPARS assessment

PRS#4 The contactor shall provide Repairs

IAW

5.4 and subsections of

5.2 of the PWS

The Contractor shall provide non-battery replacement repair services for the UPS and provide a report within seven calendar days.

Zero deviation Report Non- payment till repair completed and report provided

Attachment 2

Customer Complaint Record

Customer Complaint Record _.pdf

Attachment 3

Surveillance Schedule

Surveillance Schedule _.pdf

Commented [A1]: You will need to develop a monthly schedule for conducting surveillance. You can use this form. The date you are going to conduct surveillance would go in the far left column.

You would list the PWS, paragraph number for the task you are going to monitor on the top line.

Attachment 4

Surveillance Checklist(s)

COR Inspection Checklist.pdf

Commented [A2]: You will need to create a checklist or checklists that you will complete/fill out when you conduct surveillance. You would start each task to be surveilled in the form of a question (Did the Contractor…?). Also, include the PWS, paragraph number for each question.

SURVEILLANCE

ACTIVITY CHECKLIST.pdf

TALLY

CHECKLIST.pdf

Attachment 5

Contract Discrepancy Report

BEP_OA_CDR.pdf