Attachment 4-R2MAPC_2024_Spring Planting_QASP.pdf

Attachment 4- Solicitation 1240LQ24Q0038 -- R2 Spring Tree Planting QASP

US Department of Agriculture (USDA)

Quality Assurance Surveillance Plan

Contents Project Name Solicitation / Contract Number Section 1: Introduction

1.1 Purpose

1.2 QASP Relation to the Contract

1.2.1 QASP Revisions

1.2.2 Surveillance of Performance Progression

1.3 QASP Relation to the Quality Control Plan (QCP)

Section 2: Performance Description

2.1 Performance Standards and Acceptable Quality Levels (AQLs)

2.1.1 Allowable Deviation

2.1.2 Substantially Complete

2.2 Non-Performance

2.2.1 Documentation

2.2.2 Remedial Actions

Section 3: Contractor and Government Responsibilities

3.1 Contractor Responsibility

3.2 Government Responsibility

3.2.1 Contracting Officer (CO)

3.2.2 Contracting Officer Representative (COR)

3.2.3 Customers

Section 4: Surveillance Methods to Perform Quality Assurance

4.1 Surveillance Methods

4.2 Analysis and Results

Appendix A: Example Performance Requirement Summaries Appendix B: Example Discrepancy Report Appendix C: Customer Feedback Record Appendix D: Example Guide / Inspection List Appendix E: Example Quality Assurance Monitoring Appendix F: Example Customer Complaint Investigation Appendix G: Example Surveillance Activity Checklist

Project Name

Region 2 Multi-Award 2024 Spring Planting Contract

Solicitation / Contract Number Solicitation number-1240LQ24Q0038

Section 1: Introduction This Quality Assurance Surveillance Plan (QASP) is pursuant to the requirements listed in the performance work statement (PWS) entitled Region 2 Multi-Award 2024 Spring Planting Contract. This plan sets forth the procedures and guidelines that the USDA, National Forests with awards made from this solicitation, will use in ensuring the required performance standards or service levels are achieved by the contractor.

1.1 Purpose

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 standards identified in the PWS. 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 QASP Relation to the Contract

1.2.1 QASP Revisions

The Contracting Officer Representative (COR) may make revisions or changes to the QASP procedures and surveillance methods or increase or decrease the degree of surveillance methods at any time during the contract performance period. Changes to the Metric must be incorporated into the PWS, Performance Requirement Summary (PRS) and QASP by a bilateral modification to contract that is issued by the Contracting Officer (CO). A copy of the QASP is provided to the contractor to enable the contractor to enhance its Quality Control (QC) program to perform in accordance with its Quality Control Plan (QCP).

1.2.2 Surveillance of Performance Progression

As the performance period progresses, the levels of surveillance may be altered for service areas where performance is either consistently excellent or unsatisfactory. If consistently good performance, then the amount of surveillance may be reduced. If observations reveal consistent deficiencies, increased surveillance may be implemented.

1.3 QASP Relation to the Quality Control Plan (QCP)

The QCP is a required element of contract and the Contractor shall adhere to its established quality control processes and procedures in managing and performing work as described in the contract. While the QCP represents the way in which the Contractor will ensure its quality and timeliness of services, as defined in the PWS, the QASP represents the way in which the Government personnel specified in Section 3: Contractor and Government Responsibilities, Paragraph 3.2, Government Responsibilities will evaluate the contractor’s performance. The contractor’s QC program and the residual organization’s QASP should be complementary programs that ensure successful contractor performance.

Section 2: Performance Description Performance of the contractor will be monitored through the surveillance methods described in Section 4: Surveillance Methods to Perform Quality Assurance to assess the Contractor’s performance against PWS requirements.

2.1 Performance Standards and Acceptable Quality Levels (AQLs) For selected activities in the PWS, the PRS provides a performance standard and an AQL. A performance standard is the expected level of contractor performance. An AQL defines the level of performance that is satisfactory. Depending on the service evaluated and the evaluation method selected, performance standards and AQLs may be stated as a number of occurrences or as a percentage. Performance standards and AQLs for random sampling and 100 percent inspection are generally stated as percentages. For periodic inspections, performance standards may be stated as either percentages or as absolute numbers.

The contract requires the Contractor to perform all work as specified. Any inaccuracies or omissions in services or products are referred to as “defects” on the part of the Contractor. The Contractor shall be responsible for all identified defects and may be required to perform the work at no cost to the government. The AQLs take into account that in some instances an allowable level of deficiencies (deviations) is possible while overall performance continues to meet the government’s desired level of service.

2.1.1 Allowable Deviation

The AQLs define the level or number of performance deficiencies the Contractor is permitted to reach under this contract. AQLs take into account the difference between an occasional defect and a gross number of defects. AQLs can be expressed as a percentage of or as an absolute number (e.g., three per month). There may be instances where 100 percent compliance is required, and no deviation is acceptable (e.g., where safety is involved).

2.1.2 Substantially Complete

In some cases, service outputs are evaluated using subjective values (e.g., excellent, satisfactory, unsatisfactory). The criteria for acceptable performance and for defects must be defined for these service outputs. The concept of “substantially complete” should be the basis for inspections based on subjective scales. Work is considered “substantially complete” where there has been no significant departure from the terms of the contract and no omission of essential work. In addition, the Contractor has performed the work required to the best of its ability and the only variance consists of minor omissions or deficiencies.

2.2 Non-Performance

Non-performance occurs when the contractor’s performance does not meet the AQL for a given requirement.

Requirements may contain multiple performance elements, and therefore, deficiencies may occur in one or more aspects of performance (e.g., timeliness, accuracy, completeness, etc.) or subject areas of effort.

When surveillance indicates that the contractor's service output is not in compliance with the contract requirements, the Contracting Officer’s Representative (COR) must determine whether the Contractor or the Government caused the deficiency. If the cause of the defect rests with the Government, corrective action must be taken through Government channels. If the cause of the defect is due to action or inaction by the contractor, the contractor is responsible for correction of the problem at no additional expense to the Government.

2.2.1 Documentation

Documentation of work non-performed or unacceptable work is essential for tracking Contractor performance. The COR will document deficient work by compiling facts describing the inspection methods and results and to substantiate nonconformance with the contract. A sample documentation reporting form is provided in Appendix B: Planting Inspection Sheet. The documentation, with any recommendations, will be forwarded to the CO. In the case of the Contractor, the COR will decide whether to elevate the problem to the CO for corrective action.

B: Example Discrepancy Report

2.2.2 Remedial Actions

The Federal Acquisition Regulation allows for penalties in the event that the Contractor fails to perform the required services. Penalties are defined as those actions taken under the direction of the CO against the contractor within the general provisions of the contract for nonconformance to the PWS and PRS.

Section 3: Contractor and Government Responsibilities

3.1 Contractor Responsibility

The Contractor is responsible for delivering products or services in accordance with the contract. Implementing its QCP, which describes the Contractor’s methods for ensuring all products and services under the contract meet established performance standards and AQLs. Maintaining, and providing for audit, quality control records and reports and all records associated with the investigation and complaint resolutions. Appointing a single quality control point-of-contact to act as a central recipient of communication from the COR or CO.

3.2 Government Responsibility

3.2.1 Contracting Officer (CO)

The CO is responsible for administering and monitoring contract compliance, contract administration, and cost control and for resolving any differences between the observations documented by COR and the contractor’s performance. The CO may delegate various day-to-day contract administration duties to a Administering ACO (ACO) and/or the COR for performance management and administrative actions such as invoice approval and issuance of Contract Discrepancy Reports may be, and normally are, delegated by the CO to the COR. The CO shall approve any revisions to the QASP processes or standards.

3.2.2 Contracting Officer Representative (COR)

The COR, is designated in writing, by the CO. The COR will ensure that the QA function is properly executed, plays a key role in contract administration and performs the contract surveillance and monitoring. Some key contract administration duties include, but are not limited to, performs surveillance as required by this QASP; make recommendations to the CO for issuance of Contract Discrepancy Reports or letters of commendation and acceptance or rejection of completed work and for administrative actions based on unsatisfactory or non-performed work, and revisions or changes to the QASP;

and assists the CO in identifying necessary contract modifications and preparing reports of Contractor performance and cost.

The COR may use the form(s) included in the Appendices to perform the inspection or other forms as approved by the CO. The Contractor overall guidance is also provided by FAR clause, see following table:

FEDERAL ACQUISITION REGULATION (48 CFR CHAPTER 1) CLAUSES

Clause Number

Title

Date

PERTAINING TO ALL ITEMS

PERTAINING TO SERVICE ITEMS

52.246-4

Inspection of Services—Fixed Price

(Aug 1996)

52.246-20

Warranty of Services

(May 2001)

PERTAINING TO CONSTRUCTION ITEMS

52.246-12

Inspection of Construction

(Aug 1996)

52.246-21

Warranty of Construction

(Mar 1994)

3.2.3 Customers

Insert this Section if applicable Customers or organizations/offices that the Contractor provided support may be requested to assist the COR in conducting QA to provide information relating to the Contractor’s performance through Customer Feedback.

Information gained from the Customer Feedback may be used in conjunction with other methods of observation to rate the performance of the Contractor.

Section 4: Surveillance Methods to Perform Quality Assurance

4.1 Surveillance Methods

The surveillance methods used in the QA process are the Government’s tools to monitor the Contractor’s products and services. The best means of determining whether the Contractor has met all contract requirements is to inspect the Contractor’s service products and analyze the results. Further, documented inspection results are an effective tool in contract administration that can confirm the successful achievement of all performance requirements or highlight areas where defects exist, and improvements are necessary.

CONTRACTOR QUALITY CONTROL

Quality Control Plan. The Contractor shall provide a general Quality Control Plan (QCP) with the technical proposal. The Contractor shall supplement the QCP within 20 days before start of work based on items awarded to the Contractor and Government comments.

The general Quality Control Plan must demonstrate how the Contractor will assure quality meets the requirements and specifications of the contract. The Plan shall describe how quality will be monitored to assure the performance standards are met, the supervision of crew and work, and personnel that will be performing the quality control. Quality control shall include monitoring quality while planting is in progress, tree care, and other associated tasks, and an unbiased sample of planting for determining actual quality percentage.

Plot Inspections- Tree Planting. The Contractor shall maintain a plot system that provides an unbiased sample of planting quality, and which represents the entire area planted. The plot system shall be consistent with the Planting Inspection method, specified in FSH 2409.17, 2.82 part 2, (provided in Section J). The Contractor shall sample at least

1.0 percent of the planted area, with a minimum of 5 plots per unit. A 1/50th acre (16.7 feet diameter) plot size shall be used during inspection.

The Government will observe or re-examine the Contractor’s plots or inspection sheets at any time.

The Contractor shall mark and identify each inspection plot on the ground.

The Contractor shall provide written inspection data by unit using the Planting Inspection Sheet (R1-2470-9), Section J, and shall provide a sketch map of the unit with plot locations. The Contractor shall provide the planting inspection sheets and maps to the Government by 8 am the day after inspection and the person who conducted the inspection shall sign and date each sheet and certify that the inspection records are complete and accurate.

The following calculation shall be used to determine planting quality percent (reference columns of Planting Inspection Sheet):

# of Satisfactory Trees Above Ground # of Satisfactory Trees Below Ground (Column 9) X (Column 11) X 100 = Quality % Actual # Of Plantable Spots on which # of Trees Dug Trees should have been Planted (Col. 5) (Column 10)

All computations will be carried out to at least thousandths (.000) and the final percentage of planting quality as calculated above will be rounded to the nearest whole percent.

A tally of trees that are in excess to the maximum allowable trees to be planted shall be included in the plot inspection and noted in Column 8 of the Inspection Sheet. These trees are considered wasted trees. To ensure that trees are distributed throughout the unit fairly consistently, wasted trees shall be tallied by plot. The Government will use the sum of wasted trees on all plots to determine the liquidated damages assessment, Section G.

Acceptance. The Contractor’s Quality Control inspections for planting shall be inspected separately from planting and be within 5 percent of the Government quality assurance to be considered acceptable.

The Contractors quality control will be deemed unacceptable when the Contractor fails to provide planting quality within 5 percent of the Government’s quality assurance results at the completion of a unit. When the Contractor’s quality control is unacceptable, payment for the unit will be based on results of the Government’s quality assurance (4.1.1.2).

If the Government’s results are objectionable to the Contractor, the Contractor may request a re-examination in writing within 5 calendar days after receipt of the Government’s quality assurance inspection results. The request shall include documentation that supports that the probability of an error exists. The Government’s re-examintion will consist of a 1-percent sample utilizing the same inspection method as the original examination, but new plots will be selected with different plot centers than the plots previously inspected by the Government. If the results of the re-examination are within 5-percent of the Contractor’s submitted quality control results, the Contractor’s results will be considered acceptable and used for pay. If results of the re-examinatoin exceed 5-percent of the Contractor’s submitted quality control results, the Government’s re-examination results will be used for the basis of pay and the Contractor will be assessed the costs incurred by the Government that are directly related to the performance of such service.

Re-Inspection Costs

If the original government inspection results are not acceptable to the Contractor, a re-inspection may be requested, in writing, up to seven (7) days after receiving notification of unacceptable work. If the original inspection results in failure due to an unacceptable Form Score or Total Score, but re-inspection results in fully passing score, then the Government assumes the cost of re-inspection. If the re-inspection confirms the results of the original inspection, the Contractor shall reimburse the Government for actual costs incurred for performing re-inspection.

If rework of task(s) is required, the Contractor will be assessed the costs incurred by the Government in performing such activities. The table below lists charge rates for Government re-inspection of work.

Activity Charge rate

Government wages (per employee performing re-inspection) $50.00/hour

*Government mileage $0.58/mile

*Mileage reimbursement rate in effect January 1, 2019 is $0.58 per mile. Mileage rates change periodically and the most current mileage rates for assessed damages at the time will be used. Most current mileage rates can be found at the General Services Administration website https://www.gsa.gov/travel/plan-book/transportation- airfare-rates-pov-rates/privately-owned-vehicle-pov-mileage-reimbursement-rates http://www.gsa.gov/travel/plan-book/transportation-http://www.gsa.gov/travel/plan-book/transportation-

4.1.1.2 PAYMENTS & REDUCTIONS

METHOD OF CALCULATING PAYMENT

The Contractor’s Quality Control.

For each completed unit, the Contractors quality control inspection percentage for tree planting, artificial shade, and animal damage control will be compared to the Government’s assessment results. If the results differ by 5 percent or less, the Contractor’s inspection will be considered acceptable and the quality percentage will be used as the basis for payment. When the results differ by more than 5 percent, the Government’s inspection percentage will be used as the basis for payment.

Tree Planting- payment calculation Payment less damages will be based on the following methods.

Planting quality meets or exceeds 90 percent. Whenever the quality of planting exceeds 90 percent, based on the Contractor’s quality control inspection (plots) and verified by the Government assessment, the quality of planting will be acceptable and payment will be made at the full unit price for tree planting.

Payment Example: With a unit price of $100 per acre and a unit size of 60 acres, the bid price would be $6,000. If the Contractor’s planting quality were 95 percent, payment would be $6,000.

Planting Quality less than 90 percent and at least 80 percent or over. Whenever the quality of planting is below 90 percent but is 80 percent or over, based on the Contractor’s quality control inspection (plots) and verified by the Government monitoring/assessment, the quality of planting will be considered unacceptable and payment will be made for the value of the services provided. This means that payment will be made after a 1-percent deduction in the unit price for each 1-percent the planting quality is below 100 percent. This payment will only be made after the Government determines that no further work shall be required, nor allowed.

Payment Example: With a unit price of $100 per acre and a unit size of 60 acres, the bid price would be $6,000.

If the planting quality were 85 percent, payment would be $100 x 85% x 60 acres = $5,100.00.

Planting Quality below 80 percent: Whenever the quality of planting is below 80 percent, based on the Contractor’s quality control inspection (plots), the quality of planting will be considered unacceptable. Payment for work performed will be made only after the assessment of liquidated damages as provided in this contract, and will be at the rate of contract price times the planting quality percentage.

Payment Example: Assume a contract unit price of $100 per acre, liquidated damages amount of $250 per acre, and a pay item planting quality of 60 percent. The amount earned by the Contractor would be $100 x 60 percent = $60 per acre. The liquidated damages to be assessed in accordance with provision would be $250 per acre.

Because the liquidated damages amount exceeds the amount earned by the Contractor, the Contractor would be assessed liquidated damages in an amount equal to the amount earned, $60 per acre. Payment: $0. ($60 - $60 = $0.)

Payment Example: Assume a contract unit price of $200 per acre, liquidated damages amount as stated in this contract of $100 per acre, and a pay item planting quality of 60 percent. The amount earned by the Contractor would be $200 x 60 percent = $120. The liquidated damages would be assessed at $100. Because the liquidated damages amount does not exceed the amount earned by the Contractor, the full-liquidated damages are assessed.

Payment: $20 per acre. ($120 - $100 = $20.)

Unacceptable Work.

Any unit, which is planted or other material installed, at less than the performance standard of 80 percent, is considered unacceptable and may be rejected. For these areas the Government may (i) accept the work at a reduced price (ii) require the area to be reworked at no additional expense to the Government, or (iii) reject the work in its entirety. If the work quality is unacceptable, the Contractor’s right to proceed is subject to immediate termination for default.

The Government will permit the Contractor to rework an area only if planting stock or other material is available and/or the existing deficiencies can be corrected.

When planting quality falls below 80 percent in areas of 1 acre or larger and the quality of work can be corrected, the Government may require the area to be reworked. If the Government does not require the area to be reworked or the quality remains below 80 percent, the area may be separated from the subitem and payment made.

Any Government quality assurance assessment needed due to the Contractor reworking an area, either at the Contractor's request or because of unacceptable work, will be at the Contractor's expense. The Contractor may be assessed actual damages which may include but is not limited to wages of the COR and Government inspector(s) incurred due to the rework, costs of vehicles, meals and lodging that are incurred while administering the contract during the rework.

The Government shall document unacceptable work quality in the performance assessment.

DAMAGES

Liquidated Damages.

Planting Quality. It is agreed that when the quality of planting is below 80 percent, the Government is damaged and replanting will likely be necessary. Therefore, if the Contractor fails to plant any unit within a subitem at a level of 80 percent or higher planting quality, the Contractor shall, in the place of actual damages, pay the Government the following fixed and agreed liquidated damages for each unit as determined by the Governments measure plots with planting quality of less than 80 percent:

Contract per acre $ x # of acres for that unit = total $ owed to the Government

Contract per tree or thousand trees $ x # of trees for that unit = total owed to the Government for that unit

If the amount of liquidated damages as stated above exceeds the amount earned by the Contractor, liquidated damages will be assessed in an amount equal to the amount earned.

If the quality of planting falls below 80 percent and is not corrected, the Government may terminate this contract in whole or in part under the Default clause (FAR 52.249-10) in the contract. In that event, the Contractor will be liable for fixed, agreed, and liquidated damages on all units planted where the planting quality is less than acceptable. The liquidated damages shall be in addition to additional incurred costs under the Default clause (FAR 52.249-10)

The Contractor shall not be charged with liquidated damages when the quality of planting arises out of causes beyond the control and without the fault or negligence of the Contractor as defined in the Default Clause (FAR 52.249- 10).

Wasted Trees. When the Contractor wastes trees, the Government is considered damaged. Liquidated damages will be charged based on the following clauses.

Liquidated Damage Charge for Trees wasted based on plot calculation # of Wasted Trees On

Reciprocal of the Acres $ Total Charge for

# of Plots Taken X the Plot Size X in Pay Unit X Per Tree = Wasted Trees

Wasted trees in inspection plot: The sum total of the wasted trees on each of the inspection plots will be used to determine wasted trees in the unit. The inspection plots, either Contractor or Government’s plots, that are being used for the calculation of payment shall be used to calculate wasted trees. The Liquidated Damage charge for trees wasted will be based on this plot calculation:

When wasted trees are found that are not part of the inspection plot being used for payment, and they are not considered minor in nature, the location of the found trees becomes a plot center for the calculation of the wasted tree charge. The plot calculation stated in G.4.1.2.1. will be used to determine the liquidated damage charge.

When wasted trees are found, and the damage is considered minor in nature, the Contracting Officer may waive the wasted tree charge. In no case will a waiver be given if the total Planted Trees on the Inspection plot exceeds the Maximum Number Allowable Trees for any unit.

Actual Damages

Charge for actual Trees Wasted During Planting Operations # of Wasted Trees X Cost Per Wasted Tree = Wasted Tree Charge

Wasted Trees. Actual damages for wasted trees will be assessed when trees are dropped or damaged by Contractor, and are not considered intentional in nature. If the Contractor mishandles trees in such a way that it results in actual or potential damage to the tree(s), the trees(s) will be considered wasted. The Contractor shall pay the actual charge for wasted trees based on this calculation:

When wasted trees are found, and the damage is considered minor in nature, the Contracting Officer may waive the wasted tree charge.

The actual charge rate for wasted trees or materials and other Government-furnished property that is not returned, or returned in a non-usable condition, is as follows:

Container Seedlings $ ___1.20______each

[Insert and describe the Surveillance Methods. Below is an Example.]

4.1.1 100 Percent Inspection The 100 percent inspection method requires complete inspection each month and will be used for critical contract requirements.

4.1.1.1 Performance Standards and AQLs

The performance standards and AQLs may be stated as either percentages or absolute numbers.

4.1.1.2 Evaluation Procedures

Observed defects for a service monitored by 100 percent inspection is compared to the performance standard and AQL.

4.2 Analysis and Results

When the inspections and customer feedback validations have been completed, the COR will perform an analysis of the Contractor’s performance. The purpose of the analysis is to ensure Government is receiving high-quality products and services from the Contractor. The COR will review the results, rate the Contractor’s compliance with the performance standards and AQLs, and characterize the Contractor’s overall performance. Analysis of all types of contract monitoring will result in one of the following outcomes:

Insert and define the Performance Outcome. Below is an Example.

4.2.1 Outstanding Performance

Outstanding performance is the result of the Contractor substantially exceeding the performance standards with significant achievements and no significant deficiencies. The Government may reduce its level of surveillance when the COR determines that the Contractor provides sustained performance that significantly exceeds the requirements with no significant deficiencies.

Disincentives for failure to meet the above standards may be as follows:

(a) Rework will be completed at Contractor’s expense.

(b) If rework is not physically possible, payment deductions will be made for work falling below AQL (Payment

Reductions.

(c) Damage to the residual stand or infrastructure will be assessed against the Contractor.

(d) Government re-inspection charges.

(e) Poor performance rating will be given.

[THIS PAGE IS FOR INFORMATIONAL PURPOSES]

The Contacting Officer must include as attachments or exhibits the appropriate performance requirement summary, forms, checklists, etc. in the QASP that will be used during surveillance / monitoring for the applicable contract.

Appendix A: Example Performance Requirement Summaries The following documents are examples only, which is not all inclusive, that can be revised and used, if applicable, in the QASP as attachments or exhibits.

PERFORMANCE REQUIREMENTS SUMMARY

The following describes the major items in the contract with the incentives and deductions for the work described. Items below are included here as requirements.

Work Statement

Performance Standard Government Method of Assessment

Incentives and Deductions for meeting the Standard

Tree Handling and Care

Trees are properly handled and cared for.

When violations occur, Contractor takes corrective action immediately.

COR and inspector will monitor operations and conduct random samples.

• The Contractor’s care and handling of trees will affect the performance assessment as either a positive or negative incentive.

• If Contractor meets the standard, no deduction.

• If Contractor does not meet the standard and/or take corrective action, the Government may assess liquidated or actual damages (Section G), and provide adverse performance assessment.

Tree Planting

Planting quality meets or exceeds performance standard of 90% quality.

COR or inspector conduct periodic inspection consisting of plots consistent with Planting Inspection

(FSH 2409.17,

2.82, part 2).

• The Contractor’s planting quality will be reflected in the performance assessment as either a positive or negative incentive.

• If Contractor achieves 90% planting quality or greater, full unit price as incentive.

• If Contractor does not achieve at least 90% quality, deductions as per Section G. May result in adverse performance assessment.

Quality Control

Contractor maintains good quality control on all aspects of operation including tree handling, preparation and planting.

Actions not consistent with contract specifications are corrected as per the Quality Control Plan.

COR or inspector randomly sample and observe operations.

• The quality of Quality Control provided by the Contractor will be reflected in the performance assessment as either a positive or negative incentive.

• If the Contractor fails to meet standards, work may be suspended or the Contractor put in Default for failure to take corrective action immediately and result in adverse performance assessment.

Contractor’s plot inspections are +/-5% of Government’s quality.

Inspection completed to meet timeframes.

Inspection records are complete and accurate.

COR or inspector randomly sample and observe Contractor inspection.

Reviews Contractor inspection sheets daily.

• The ability of the Contractor to meet the standard will be reflected in the performance assessment as either a positive or negative incentive.

• When Contractor’s plot inspections meet standards, no deduction.

• If quality does not meet standard, deduction (Section G) and/or additional costs to the Government will be assessed.

Work Plan and Schedule

Work meets schedule as per the accepted work plan.

COR and inspector conduct periodic monitoring.

• The Contractor’s ability to maintain the work schedule and complete work on schedule will be reflected in the performance assessment as either positive or negative incentive.

• Work not completed on schedule is subject to Default and may result in assessment of actual costs.

Appendix B: Example Discrepancy Report The following document is only an example, which is not all inclusive, that can be revised and used, if applicable, in the QASP as attachments or exhibits.

DISCREPANCY REPORT 1. DISCREPENCY REPORT NO.

2. TO: (Contractor / Project Manager Name) 3. FROM: (Name of COR)

CONTRACT NUMBER: DATE:

PREPARED ORAL NOTIFICATION RETURNED BY CONTRACTOR ACTION COMPLETE

4. DISCREPENCY OR PROBLEM (Describe in Detail. Include PWS references. Attach Continuation Sheet if Necessary)

5. SIGNATURE OF COR

6. TO: (Name of COR) 7. FROM: (Contractor / Project Manager)

8. CONTRACTOR RESPONSE AS TO CAUSE, EFFECT, CORRECTIVE ACTION AND ACTIONS TO PREVENT RECURRENCE (Attach Continuation Sheet if necessary. Cite applicable Contractor QC program procedures or new QC procedures)

9. SIGNATURE OF CONTRACTOR REPRESENTIVE 10. DATE

11. GOVERNMENT EVALUATION (Acceptance, partial acceptance, or rejection. Attach Coordination Sheet if necessary)

12. GOVERNMENT ACTIONS (Cure notice, show cause, other)

CLOSE OUT

KTR NOTIFIED

NAME AND TITLE SIGNATURE DATE

COR

Appendix C: Customer Feedback Record The following document is only an example, which is not all inclusive, that can be revised and used, if applicable, in the QASP as attachments or exhibits.

CUSTOMER FEEDBACK RECORD

DATE AND TIME OF COMPLAINT CONTRACT NUMBER/ OR PROJECT:

SOURCE OF COMPLAINT

ORGANIZATION

INDIVIDUAL

NATURE OF COMPLAINT

PWS REFERENCE

VALIDATION

DATE AND TIME CONTRACTOR INFORMED OF COMPLAINT NAME OF CONTRACTOR REPRESENTATIVE INFORMED OF COMPLAINT

ACTION TAKEN BY CONTRACTOR (Responsible officer):

RECEIVED AND VALIDATED BY

Determination: Complaint Valid Complaint Invalid

Appendix D: Example Guide / Inspection List The following document is only an example, which is not all inclusive, that can be revised and used, if applicable, in the QASP as attachments or exhibits.

CONTRACT NUMBER: ___________________________________

SERVICE FUNCTION:

PWS SECTION:

1 Method of Surveillance:

2 Lot Size:

3 Sample Size:

4 Performance Requirement: Performance is Excellent (E) when ___________or fewer defects are discovered per month. Performance is Satisfactory (S) when ________ or fewer defects are discovered per month. Performance is Unsatisfactory (U) when _______ or more defects are discovered per month.

5 Sampling Procedure: Instructions on how to select the sample must be clear and complete

6 Inspection Procedure: The procedure must be detailed enough to allow a yes/no objective decision as to the acceptability of performance by anyone making the inspection. Explain when evaluation is to occur and what is acceptable/unacceptable

Performance: Excellent (E), Satisfactory (S), Unsatisfactory (U), Not Applicable (N/A)

PRS Requirements Timeliness Quality of Work Notes

Overall Rating Of Inspection (E, S, U or N/A)

COR/Inspector Comments:

Contractor Signature: ___ Date: __

COR Signature: ____________________Date: _________________

Appendix E: Example Quality Assurance Monitoring The following document is only an example, which is not all inclusive, that can be revised and used, if applicable, in the QASP as attachments or exhibits.

CONTRACT NUMBER: ______________________________________

SERVICE or STANDARD:

SURVEY PERIOD:

SURVEILLANCE METHOD (Check the applicable item):

r Random Sampling r 100% Inspection r Periodic Inspection r Customer Complaint

LEVEL OF SURVEILLANCE (Check the applicable item):

r Monthly r Quarterly r As needed

PERCENTAGE OF ITEMS SAMPLED DURING SURVEY PERIOD: ______ %

ANALYSIS OF RESULTS:

Observed Service Provider Performance Measurement Rate: ______%

Service Provider’s Performance (Check the applicable item):

r Meets Standards r Does Not Meet Standards

Narrative of Performance During Survey Period:

Prepared By: _______________________________ Date: ______________

Appendix F: Example Customer Complaint Investigation The following document is only an example, which is not all inclusive, that can be revised and used, if applicable, in the QASP as attachments or exhibits.

CONTRACT NUMBER: _________________________

SERVICE or STANDARD:

SURVEY PERIOD: ___________________

DATE COMPLAINT RECEIVED: ____________

SOURCE OF COMPLAINT: _________________________________________ (Name) _______________________________________________________________ (Organization) ___________________ (Phone No.) _________________________________ (Email Address)

NATURE OF COMPLAINT:

RESULTS OF COMPLAINT INVESTIGATION:

DATE SERVICE PROVIDER INFORMED OF COMPLAINT: _____________

CORRECTIVE ACTION TAKEN BY SERVICE PROVIDER:

Received and Validated By: __________________________________________ Prepared By: _____________________________ Date: _________________

Appendix G: Example Surveillance Activity Checklist The following document is only an example, which is not all inclusive, that can be revised and used, if applicable, in the QASP as attachments or exhibits.

Performance Requirement

Performance Standard

Method of Measurement

Performance Metrics

Method of Surveillance

Date Accomplished

Compliance (Exceed, Met, Partial Met)