Attachment 5_QASP-DR4847 CTM.pdf

DR 4847 CTM — QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

PURPOSE

• Define how the Government will monitor contractor performance under BPA calls to ensure compliant, turnkey, ready-for-occupancy installations meeting FEMA, HUD (as applicable), and Crow Nation requirements.

• Identify what will be monitored, how monitoring will occur, who conducts monitoring, and how results are documented.

• Applicable FAR clause: FAR 52.246-4 Inspection of Services – Fixed-Price and Section E – Inspection and Acceptance.

• Scope: Applies to all BPA calls; order-specific SLAs reflect site conditions and market availability.

GOVERNMENT ROLES AND RESPONSIBILITIES

• Contracting Officer (CO): Kamwren Nichols (FEMA). Final authority for acceptance, payment, and contractual remedies.

• Contracting Officer’s Representative (COR): Francoise Dubois, (202) 256- 9429, Francoise.Dubois@fema.dhs.gov. Leads technical administration and surveillance;

maintains QA documentation.

• Alternate COR (ALT-COR): Dana Stilley, 202-805-6399, Dana.Stilley@fema.dhs.gov; Tarrence Harmon, 817-403-1179, Tarrence.Harmon@fema.dhs.gov. Perform COR duties when designated.

• Local Disaster COR (Field): On-site validation, situational awareness, inspection support;

coordinate with Crow Nation and utilities.

• Crow Nation Representatives (Authorities Having Jurisdiction): Permits and inspections;

access/road coordination; cultural protocols; TERO/THPO compliance.

PERFORMANCE STANDARDS Turnkey acceptance (pass/fail gate): A unit is acceptable only when:

• Delivered, set, anchored (as applicable); connected to permanent utilities; weatherized for local conditions.

• Required inspections passed (Crow Nation/AHJ and utility).

• Complete documentation submitted; site clean; applicant can occupy immediately.

Performance Requirements Summary (objectives, standards, surveillance, records):

• Compliance and suitability (pre-order/acceptance) • Standards: Complete compliance/suitability package; complete and accurate acceptance documentation (VIN/serials, labels/tags, tests, checklists, manuals, warranties, as-builts). • Surveillance: 100% desk review pre-order and acceptance. • Records: Compliance and acceptance packets;

checklists.

mailto:Francoise.Dubois@fema.dhs.gov mailto:Dana.Stilley@fema.dhs.gov mailto:Tarrence.Harmon@fema.dhs.gov

• Availability and delivery readiness • Standards: Unit-specific availability (VINs);

holds/reservations honored; meet delivery window. • Surveillance: Desk review; on-site verification at delivery; schedule tracking. • Records: Availability responses; delivery tickets;

schedules.

• Site work, delivery, set, anchoring • Standards: Perform per manufacturer/engineer specs and SOW; protect site; manage traffic/escorts per Crow Nation. • Surveillance: On-site observation; installation checklists; photo log. • Records: Checklists; photo log; permits.

• Utility connections and commissioning • Standards: NEC electrical; Crow Nation water/sewer;

gas safety codes; cold-weather measures; tests documented; appliances/HVAC commissioned. • Surveillance: Witness tests; review records; verify inspection tags. • Records:

Test logs; tags; commissioning checklist.

• Code and tribal approvals • Standards: All permits and inspections passed; TERO, THPO, ROE/land status; addressing/911 as required. • Surveillance: Permit/approval review;

inspector signoffs. • Records: Permit numbers; approvals; signoffs.

• First-pass acceptance quality • Standards: No life-safety defects; minimal punch list closed per SLA. • Surveillance: Acceptance inspection; punch-list tracking. • Records: Inspection report; punch-list and closures.

• Warranty/service responsiveness • Standards: Meet order-specific response times (critical/non-critical); complete repairs; document closure. • Surveillance: Warranty ticket tracking; spot checks. • Records: Warranty log; closure reports.

• Safety and incident management • Standards: Site safety compliance; stop-work for imminent danger/cultural discovery; incident reporting and corrective actions. • Surveillance:

Site checks; incident log review. • Records: Safety plan; incident reports; corrective actions.

• Communications and coordination • Standards: Provide 72/48/24-hour notices; attend inspections; maintain contact matrix; timely SITREPs on blockers. • Surveillance:

Communication log checks; minutes review. • Records: Notices; emails; minutes; SITREPs.

Metrics and targets (tailored per call; recommended defaults):

• First-pass acceptance ≥ 90%; documentation completeness at acceptance 100%; punch-list closure ≤ 2 business days; warranty response times per call; schedule adherence or approved recovery plan before variance.

Government-furnished inputs (GFI)

• Unit Requirement Package per site; site readiness certification; Crow Nation inspector/utility contact matrix; ordering documents and SLAs.

Tailoring guidance

• Set delivery/installation windows, punch-list timelines, and warranty targets per call based on market, weather, and utility/inspection availability.

• Include site-specific checks (e.g., accessibility, special utility constraints) in the acceptance checklist.

METHODS OF QA SURVEILLANCE

• Direct observation (periodic or 100%): Delivery/set; utility tie-ins; commissioning; acceptance inspections; safety checks.

• Management Information Systems (MIS): Desk audits of compliance/permits/schedules/test logs/warranty logs/KPI dashboards.

• Periodic inspection: Planned site/file checks; verify notices/SITREPs/coordination artifacts.

• User survey and validated complaints: Solicit and validate applicant feedback; escalate surveillance if needed.

• 100% inspection: Critical life-safety and acceptance documentation tasks.

• Periodic sampling: Focused checks when deficiencies suspected or indicated by MIS.

• Random sampling: Spot checks during active work and warranty phase across sites.

• Progress/status meetings: Weekly reviews with contractor and Crow Nation during active work; daily 72-hour look-ahead when multiple sites are active.

• Analysis of contractor progress reports: Cost/schedule, delivery windows, punch-list closure, warranty trends; corrective actions for variances.

• Performance reporting: Track KPIs weekly/monthly.

RATINGS (installation acceptance)

• Pass (Acceptable): Meets standards/thresholds; minor issues resolved within specified time.

• Conditional Pass: Minor deficiencies; immediate corrective action required and completed before final acceptance.

• Fail (Unacceptable): Life-safety/compliance deficiencies; missing key documentation; failed inspections; missed milestones without approved recovery plan. Acceptance/payment withheld until corrected.

DOCUMENTING PERFORMANCE

• Acceptable performance: Document positive performance; reports may support fee payments or other actions.

• Unacceptable performance: COR informs contractor; may issue Contract Discrepancy Report (CDR); contractor provides corrective action plan if required; Government reviews for acceptability.

Corrective actions and remedies

• Nonconformance Notice with due date; Corrective Action Plan for repeat/systemic issues;

withhold acceptance/payment until corrected; document in performance records; consider reduced priority for future calls; elevate to CO if needed.

Reporting and records

• Daily (active installs): 72-hour look-ahead; site status; risks/blockers.

• Weekly: Performance minutes; KPI summary; issues/actions.

• Closeout (per call): Acceptance report; final documentation inventory; warranty registry.

• Retention: Maintain surveillance records, inspections, permits, test logs, photos, correspondence per program policy.

FREQUENCY OF MEASUREMENT

• Measurements: 100% acceptance documentation per unit; on-site observation at critical milestones; random spot checks weekly during active installation and monthly during warranty; KPI roll-ups weekly and monthly.

• Performance assessment meetings: Weekly during active installation; monthly during warranty-only (increase frequency if issues). COR provides written assessments.

Prepared by: Francoise Dubois, Contracting Officer’s Representative (COR), FEMA Contact: (202) 256- 9429, Francoise.Dubois@fema.dhs.gov

PERFORMANCE REPORT (Template)

• Contract Number: [TBD]

• Prepared by (COR): Francoise Dubois

• Date/time of observation:

• Method/frequency of surveillance:

• Surveillance results:

• Number of observations:

• Signature/Date (COR)

CONTRACT DISCREPANCY REPORT (CDR) (Template)

• Contract Number: [enter]

• TO: Contractor Task Manager/on-site representative

• FROM: Francoise Dubois (COR)

• Date/time discrepancy observed:

• Description (attachments if applicable):

• Corrective action plan: [is/is not required]; due [# days] from receipt.

• Signature/Date (COR); Signature/Date (Contractor representative)

A mailto:Francoise.Dubois@fema.dhs.gov