Attachment 4- Quality Assurance Survelliance Plan.pdf

Solicitation # 1240BG23R0002

Attachment 4:

Quality Assurance Surveillance Plan

The COR, or designated QC Inspector, will inspect completed plot packets to evaluate field measurements, field classifications, legibility, completeness, and correct coding of all submitted forms, electronic files and documentation. A completed batch consists of 10 plot packets.

Completed Work.

1. A batch is considered complete when all field, plot photos and electronic data has been inspected and accepted for payment.

Submission of Batches

1. Prior to submission to the COR or designated QC Inspector, batches shall meet the following criteria:

i. Data shall be submitted in accordance RMRS FIA P2 Field

Procedures (http://www.fs.fed.us/rm/ogden/data-collection/field-manuals.shtml), or the most current version of this manual.

ii. The installation information (crew name and assigned number, plot establishment date, field edit date) and all agency provided data

(e.g., sample type, plot number, etc.) shall be completed on every form, where applicable, and for all plot packets.

iii. Route to Location Center and route to plot diagram, travel notes and information pertinent to stake position of location center shall be provided as described in RMRS FIA P2 Field Procedures, or the most current version of this manual.

iv. For RMRS protocol-based plot collection, a plot diagram shall be completed as described in RMRS FIA P2 Field Procedures, or the most current version of this manual.

v. All associated plot photos, vegetation samples, and soil samples are turned in.

Inspection of Plots

1. The COR or designated QC Inspector will determine work quality by inspection of each completed plot in a batch. An inspection will consist of:

a. Selected Plots

i. Inspection of selected plot(s) will be completed for compliance with the specifications and individual tolerance requirements specified in the RMRS FIA P2 Field Procedures, or the most current version of this manual.

ii. Minimum number of plots to be inspected is calculated as follows:

http://www.fs.fed.us/rm/ogden/data-collection/field-manuals.shtml http://www.fs.fed.us/rm/ogden/data-collection/field-manuals.shtml

Number of Plots in Payment Batch Minimum Number of Plots to be

Inspected

10 1

b. Plot Location

i. In the event a plot cannot be located using the instructions prescribed in the specific field guides, the entire batch will be charged a fatal error and returned to the contractor for rework. The

COR or designated QC Inspector will record the global position of the plot in accordance with the RMRS FIA P2 Field Procedures during the field inspection. The Lat/Long coordinate will consist of a recorded three-dimensional positions (degree, minutes, seconds).

This coordinate will be used to evaluate the field inspected plot using the tolerance specified in the RMRS FIA P2 Field Procedures.

Field Inspection

1. The COR or designated QC Inspector will select the minimum number of plots

(1) required from each batch to be field inspected.

2. Additional inspections may be made as the COR or designated QC Inspector deems appropriate.

3. Field inspections will be performed from the electronic data submitted by the contractor to the Inspector either by sending the data on a USB drive or by other secure means. Unencrypted email is not acceptable.

4. This field inspection will check the selected plot for accuracy, correctness, and completeness of submitted data.

5. Each measurement, observation or other work as specified by the appropriate field guides shall be verified and the correct value recorded.

6. Plot data will be evaluated by use of the tolerances specified in the RMRS FIA

P2 Field Procedures.

Inspection Items

1. The following shall be checked on each inspection:

A. Verify documented measured distances and written directions from main road to locate plot;

B. Reference Point (RP) data

C. X-tree and Y-tree data

D. GPS data where the field crew collected it

E. Plot Level and Condition Class Attributes

F. Site Tree measurements and tree selection

G. Habitat Type assigned to the plot

H. Subplot 1 measured in its entirety

2. A minimum of 2 subplots are fully inspected (all measurements are taken).

3. A minimum of 20 trees are measured unless the plot has low tally or is non-forest.

a. If there are not enough trees available on the two fully inspected subplots, additional subplots are fully inspected to meet the 20 tree minimum.

4. On all four subplots, the following will be checked:

a. Plot layout; including both subplot and microplot center locations

b. Condition Class presence/absence

c. Subplot Attributes

d. Microplot seedling count

e. Boundary mapping

f. Missed/added Tree Tally (including saplings on the microplot)

g. Collect tree cores

Inspectors will record all measurements as they are at the time of inspection

1. The items listed below will present unique challenges when scoring the plot because the natural environment may have changed significantly over a short period of time due to seasonality, fast decadence rates or susceptibility to ground disturbance. Additional notes will be necessary for the QA Inspector to know when there were real errors or just on-the-ground changes:

a. Vegetation Profile – species, heights, and cover

b. Down Woody Material (DWM)- Transects are lined up with the production crew’s as best as possible to check all measurements. If the production crew did not leave flagging, the transect can be placed at the QA inspector’s azimuth

(although effort is made to line up CWD pieces if possible).

c. Soil sampling data (when required).

Plot Photographs

1. During office edit each photograph will be checked to see that it is clear, sharp, not blurred, taken into the sun and follows the procedures described in RMRS FIA P2

Field Procedures Manual.

2. Photos taken during heavy rain or snowstorms or after dark using a flash are not acceptable.

3. Missing or unacceptable photos shall incur a fee of $25/photo.

Discrepancy Trend in Plot Data

1. Plot Data and Electronic Data

a. If during inspection of selected plot(s) or review of submitted data, the COR or the designated QC Inspector determines a similar discrepancy is occurring in the information being recorded by the contractor, the COR or QC Inspector shall notify the contractor of the findings.

b. If the same trend continues in future inspection and payment batches, the batch(es) will be returned for rework.

c. If the COR or QC Inspector notices a discrepancy trend developing while inspecting plots, they may visit plots not selected in the sample, to inspect the data in question.

d. These plots will be used to determine if a discrepancy trend does exist, not for payment purposes.

e. The COR or QC Inspector will notify the Contractor of the findings. If the same trend continues in future inspections and payment batches, the batch(es) will be returned for rework.

2. Unacceptable Data

a. If an individual or crew repeatedly installs plots/subplots in wrong locations or makes inaccurate measurements or observations (e.g., missed heights, diameters, vascular plant identification, etc.) over two inspections, the COR or the designated

QC Inspector may notify the contractor and require the contractor to replace the individual or crew or recommend termination for default to the CO.

3. Unacceptable Errors for Plots

a. If one of the following unacceptable errors occurs and the batch is determined to be unacceptable it will be returned to the Contractor for rework if any one of the following conditions occurs:

i. Any plot where the stake(s) for subplot/microplot centers, or end of sample planes, cannot be located because of improper installation, or for any other reason attributable to noncompliance with the field guide as identified in the task order.

ii. Any location stake or sample plane stake located outside of tolerance identified in the field guide.

iii. Any plot payment batch with an overall inspection failure.

iv. Any plot packet in which the earliest data collected is more than fifteen (15) days earlier than the latest plot data collected in that batch (allowances can be made by the COR or designated QC Inspector due to remote access issues).

v. Any group of plot packets that is submitted more than fifteen (15) days beyond the latest plot data collected in that batch.

4. Re-inspection Upon Contractor Request

a. If the COR or designated QC Inspectors’ original inspection results are unacceptable to the contractor, the contractor has the option to request, in writing, a re-inspection.

Requests for re-inspection shall be made within five calendar days after receipt of initial inspection results. A complete re-inspection of the original inspected plot(s) will be made.

b. The contractor may accompany the COR or designated QC Inspector during the re-inspection.

c. If re-inspection does not result in an additional payment for the contractor, the contractor must pay for the re-inspection. Re-inspection for resubmitted units will be done in accordance with the original inspection procedures.

d. Results of this re-inspection will supersede the original inspection for determining acceptability and payment.

5. Rework and Re-Inspection after Rework

a. All plots in a batch will be returned to the Contractor when the batch is determined to be unacceptable. The contractor is required to rework all of the plots in the payment batch.

b. At the Government’s option, the packets reworked by the contractor, different colored flagging shall be tied at location center. The COR or designated QC

Inspector shall specify the color of the ribbon. Each time the packet is reworked a different colored ribbon shall be used.

c. The Government is not required to provide more than 1 re-inspection on any single packet.

6. Right to Re-performance

a. In accordance with the Inspection of Services Clause in this section, the Government reserves the right to have any failed plot accomplished by another contractor or the

Government itself and appropriately charge the cost to the contractor’s invoice.