Attachment 6 Draft QASP.pdf

FUELS RECURRING MAINTENANCE AND MINOR REPAIR

PROGRAM

FY25 POJ

QUALITY ASSURANCE SURVEILLANCE PLAN

(QASP)

26 November 2024

U. S. Army Engineering and Support Center

Huntsville, Alabama

QASP – Fuel Program Revised: 01 February 2021

1. OVERVIEW

1.1. INTRODUCTION. This quality assurance surveillance plan (QASP) is pursuant to the requirements listed in the FY25 POJ Performance Work Statement (PWS) for recurring maintenance and minor repair on DLA capitalized fuel systems and facilities. This plan sets forth the procedures and guidelines that the Quality Assurance (QA) Team will use in ensuring the required performance standards or services levels are achieved by the contractor. Quality Assurance is a team effort and includes all government members relevant to this contract.

1.2. PURPOSE OF THE QASP

1.2.1. The purpose of the QASP is to describe the systematic methods used to monitor performance and to identify the required documentation and the resources to be employed. The QASP provides a means for evaluating whether the contractor is meeting the performance standards/quality levels identified in the PWS and the contractor’s quality control plan (QCP).

1.2.2. This QASP defines the responsibilities of the QA Team with regards to quality assurance, identifies the performance objectives, defines the methodologies used to monitor and evaluate the contractor’s performance, describes quality assurance documentation requirements, and describes the analysis of quality assurance monitoring results.

2. ROLES AND RESPONSIBILITIES

The Government’s key roles and responsibilities for performance assessment are as follows:

2.1. Installations Support and Programs Management (ISPM) Fuels Branch. The ISPM Fuels Branch Chief is responsible for the mission and execution of the Fuels Program and executes the full range of human resources, performance management, & fiscal responsibilities. Provides leadership, organization's mission & vision, and is responsible for resourcing, mentoring, counseling, training, & work assignments. Is responsible for effectively leading the organization towards continual improvement & professional excellence. Responsible for ensuring cross coordination with Engineering and Contracting Branch Chiefs for adequate resourcing of the Fuels Program requirements. The following ISPM positions play a key role in contractor surveillance:

2.1.1. Program Manager (PgM). The Program Manager is the leader of the Fuels PDT. Is overall responsible for all daily taskings to the project managers, primary communication with DLA- Energy, and programmatic issues to include input to the assessment of key contractor personnel, program changes, customer requirements, and all financial responsibilities of the program per the PgMP.

2.1.2. Project Manager (PM). The Project Manager has overall responsibility of their projects, through the development and execution of the PMP in regards to communication with the customer and key stakeholders, Pre and post-award contract administration including scope, schedule and budget. The PM may also serve as the Contracting Officers Representative (COR).

2.1.3. Contracting Officer’s Representative (COR). The COR assigned to the contract is responsible for monitoring the Contractor’s technical compliance and progress based on the contract requirements specified in the Performance Work Statement (PWS) and in accordance with this QASP.

The COR performs a variety of contract administration duties that includes oversight, documenting and rating Contractor performance, reviewing invoices, and acceptance of work.

2.2. Facilities and Systems Sustainment (FSS) Branch. The FSS Branch Chief provides direct supervision of the Engineering staff assigned to the Fuels Program. The FSS branch chief is responsible for ensuring adequate funding and staffing to support the specification development, contract management, and performance assessment function of the branch as well as all personnel management responsibilities. The following FSS positions play a key role in contractor surveillance:

2.2.1. Project Engineer (PE). The PE is responsible for assisting the COR with contract administration as the assigned Technical Point of Contact (TPOC) / Subject Matter Expert (SME).

The PE validates contractor submittals are timely, in the correct format, and properly submitted into the Resident Management System (RMS). The PE is responsible for reviewing Service Orders for technical compliance, providing technical analysis, and validating service orders are in compliance with the PWS. The PE may also serve as the Quality Assurance Representative.

2.2.2. Quality Assurance Representative (QAR). The QAR is assigned as a Technical Point of Contact (TPOC) / Subject Matter Expert (SME) to the COR to perform duties as the on-site representative who assesses Contractor performance. The QAR periodically observes Contractor performance, reviews delivered services, reviews quality management corrective actions, periodically assesses and documents Contractor performance, and communicates findings as necessary to the COR. The QAR is responsible for utilizing the appropriate QASP surveillance document provided in the Appendices and record observations in the RMS.

Note: The term Quality Assurance Representative (QAR) refers to anyone responsible for conducting assessments of a USACE administered Contract. The term QAR will be used in reference to any individual assigned as a TPOC/SME to provide support to the COR, including as a collateral duty of other USACE District personnel, regardless of billet. All personnel assigned these duties must follow the guidance and direction provided in this QASP.

2.2.3. Project Engineer/Architect (PE/A). The PE/A reports directly to the FSS Branch Chief and is the Engineering Directorate’s primary technical representative on the Product Delivery Team (PDT) for the assigned program. As the senior technical representative, application of engineer professional canons and judgment to assure public safety, life-safety, codes, regulations, review and approval by qualified personnel must be monitored on all the services and products generated by CEHNC. The PE/A is responsible for coordinating efforts of multiple Quality Assurance Representatives (QARs) and Technical Engineers assigned to contracts. The PE/A leads the development of the QASP for the program and audits the team’s performance for sufficiency and consistency across the program.

2.3. Contracting Division A. The Contracting Division A, Facilities Branch Section Chief provides direct supervision of the Contracting Officer and Contract Specialist staff assigned to the Fuels Program. The Contracting Branch Section Chief is responsible for resourcing their staff and ensuring that they execute and administer contracts in accordance with all Federal Regulations, mandates, and code. The following Contracting positions play a key role in contractor surveillance:

2.3.1. Contracting Officer (KO). The KO has final responsibility for Contractor performance assessment per FAR Part 42—Contract Administration and Audit Services, non-conformance modifications, and unilateral determination of incentives.

2.3.2. Service Order Administrator (SOA). The SOA is a duly appointed individual responsible for placing/approving in-scope (service) orders against sufficiently funded corrective maintenance Contract Line Items (CLINs) on an awarded task order. SOA is designated in writing and acts on the behalf of the KO to provide guidance in matters of quality management and contract administration.

3. QUALITY ASSURANCE ACTIVITIES

3.1. APPROACH. To ensure the contractor is meeting cost, schedule, safety, quality control, and performance requirements. The COR utilizes performance assessment outcomes and/or other applicable indicators to continuously implement improvements wherever possible. Some methods used to manage contract performance include:

3.2. QA TEAM MEETING. COR, ED, QAE, DLA, and SCP periodically meet to review on-going issues, requirements, cost, and performance data. COR would record key decisions and distributed via e-mail to applicable QA Team members.

3.3. PERFORMANCE OBJECTIVES AND ASSESSMENT ITEMS. Tables 1 and 2 describe the contractor’s performance objectives and assessment items that will be periodically reviewed by the QA team using the QASP Appendix I – QASP - Periodic Surveillance Checklist.

3.4. QUALITY ASSURANCE FOR CONTRACTORS SAFETY PROGRAM

3.4.1. Quality Assurance review of Safety Program. Government Quality Assurance personnel will review the contractor’s safety program and all required documentation in accordance with the Performance Work Statement. The reviewer will ensure that all required content are provided and clearly defined in the Accident Prevention Plan (APP), Activity Hazard Analyses (AHAs), and submitted with each Service Order request. The reviewer will ensure the Safety Program includes and defines personnel, safety plans, and AHAs in accordance with EM 385-1-1. QA personnel will utilize EM 385-1-1 checklists (not included in this QASP) when reviewing the Safety Program. For APP EM 385-1-1 - Appendix A and associated checklist Form A-02. For AHAs follow EM 385-1-1 - Section 01.A.14 and 15. The QA review and approval of the contractors Safety Program is 100%.

3.4.2. Quality Assurance Surveillance of onsite activities. Government Quality Assurance personnel will provide onsite inspections during the performance of activities when required by the complexity matrix, customer request, or COR request. During onsite inspections the QA personnel will ensure that the contractor has all required safety documentation at the site, required qualified and properly trained personnel to perform all required activities in a safe manner, and in accordance with the approved AHAs. QA personnel will utilize the QASP Appendix A - Safety Spot Check and record in RMS as a QA daily report. The onsite quality assurance goal for these activities is as required.

3.5. QUALITY ASSURANCE FOR CONTRACTORS QUALITY CONTROL PLAN

3.5.1. Quality Assurance review of Quality Control Plan. Government Quality Assurance personnel will review the contractor’s Quality Control Plan (QCP) in accordance with the Performance Work Statement. The reviewer will ensure that all required content is provided and clearly defined in the QCP. The reviewer will ensure the QCP includes and defines the three phases of control and includes the contractors plan to complete QC Audits. QA personnel will utilize the QASP Appendix B - Contractor Quality Control (QC) Plan Checklist when reviewing the QCP. The QA review and approval of the contractors QCP is 100%.

3.5.2. Quality Assurance Surveillance of onsite activities and QAE interview. Government Quality Assurance personnel will provide onsite inspections during the performance of activities when required by the complexity matrix, customer request, COR request, or during QC Audits.

In addition, the QA personnel will conduct QAE interviews and walk the site with the QAE to ensure customer satisfaction and contractor conformance to the requirements of the PWS.

During onsite inspections the QA personnel will ensure that the contractor’s quality control is performed satisfactorily and documented properly in accordance with the QCP and the PWS requirements. QA personnel will utilize the QASP Appendix C- QA Surveillance Checklist of Contractors QC Program and record in RMS as a QA daily report. The onsite quality assurance goal for these activities is as required.

3.6. MANAGEMENT AND ADMINISTRATION EVALUATION

3.6.1. Contractor compliance with contract requirements can generally be evaluated through the assessment of work performed. For example, the Contractor must provide properly trained and qualified personnel to perform work in order to meet the standards specified in the contract.

However, there remain certain overall management and administration requirements that cannot be effectively assessed through onsite QA surveillance activities. Therefore, the Contractor’s compliance with management and administration requirements as specified in the contract will be periodically evaluated utilize the QASP Appendix D – Management and Administrative Evaluation Checklist. The frequency of Appendix D assessments is recommended monthly and recorded in the COR’s monthly report. At a minimum, it should be conducted prior to each scheduled CPARS evaluation.

3.7. QUALITY ASSURANCE FOR RECURRING MAINTENANCE

3.7.1. Quality Assurance review of documentation. Government Quality Assurance personnel will review each recurring maintenance report provided by the contractor. The Contractor will provide a maintenance report to the Government upon completion of each maintenance visit. The report will follow the format required by the Performance Work Statement. The reviewer will ensure that each required maintenance task was performed satisfactorily and that the results are clearly presented. Any task that cannot be completed will be noted with an explanation by the Contractor. Test results will be presented with complete test procedures, equipment calibration reports, required certifications, and any required corrective actions. System deficiencies discovered during maintenance activities will be clearly presented with the contractor’s recommendation for repair. The QA surveillance goal for recurring maintenance reports is 100%.

3.7.2. Quality Assurance Surveillance of onsite activities. Government Quality Assurance personnel will provide onsite inspections either during or after the performance of recurring maintenance activities. QA onsite inspections will ensure that all maintenance tasks are performed satisfactorily and documented properly. QA personnel will utilize the QASP Appendix E – Quality Assurance Checklist of RM Activities and record in RMS as a QA daily report. The surveillance goal for onsite recurring maintenance activities is 10%.

3.8. QUALITY ASSURANCE FOR MINOR REPAIR

3.8.1. Quality Assurance review of Service Order documentation. Government Quality Assurance personnel will review each minor repair service order submitted by the contractor. The service order will follow the format required by the Performance Work Statement. The reviewer will ensure that each required repair task is clearly defined in the scope of the service order. The reviewer will ensure that the repair requirements and methods described in the service order meet applicable standards. Manufacturer’s product data for equipment and parts will be reviewed. The reviewer will also determine price and scope reasonableness of the service order.

The QA surveillance goal for service order review is 100%.

3.8.2. Quality Assurance Surveillance of Service Order onsite activities. Government Quality Assurance personnel will provide inspections of the minor repairs primarily on a follow up (“back-check”) basis. The government personnel may elect to perform an onsite inspection based on a risk analysis performed by the PDT which determines that onsite QA support is necessary during the repair. In performing QA for service orders, government personnel will ensure that all minor repair tasks have been performed satisfactorily and documented properly. QA personnel will utilize the QASP Appendix F – Quality Assurance Checklist of MR Activities and record in RMS as a QA daily report. The onsite quality assurance goal for minor repairs as follows:

Low to Medium cost and complexity: 10%

High cost and/or High complexity: 25%

3.9. UNSCHEDULED QUALITY ASSURANCE INSPECTIONS

3.9.1. Government Quality Assurance personnel will provide onsite inspections upon notification by the customer of deficient work by the contractor. The customer will notify the PDT by submitting a Customer Complaint Record, provided in Appendix G. During onsite inspections the QA personnel will ensure that all required tasks were performed satisfactorily and documented properly. QA personnel will utilize the applicable inspection checklist in the QASP Appendices and record in RMS as a QA daily report. The onsite inspection goal for deficient work reported by the customer is 100%.

3.9.2. Government Quality Assurance personnel will provide onsite inspections to locations specified by the customer as requiring inspection. The customer will provide the PDT a list of locations where a QA inspection is requested annually. During onsite inspections the QA personnel will ensure that all required tasks were performed satisfactorily and documented properly. QA personnel will utilize the applicable inspection checklist in the QASP Appendices and record in RMS as a QA daily report. The onsite inspection goal for locations requested by the customer is 100%.

4. REPORTING PERFORMANCE RESULTS

4.1. CONTRACTING OFFICER’S REPRESENTATIVE (COR). In order to provide an auditable trail of documentation supporting the assessment of Contractor performance, the COR is required to maintain a file for each contract/order assigned. A list of items that must be included (at a minimum) in a COR file can be found in USACE Instruction 4200.1, Contracting Officer’s Representative. The COR File will be maintained until the end of contract performance, when it is then turned over to the Contracting Officer for inclusion as part of the official contract file.

4.2. COR MONTLY REPORTING IN PROCUREMENT INTEGRATED ENTERPRISE

ENVIRONMENT (PIEE). The Contracting Officer Representative Tracking (CORT) Tool has been reengineered into two modules, the Joint Appointment Module (JAM) and Surveillance and Performance Monitoring (SPM) Module. The COR is required to track contractor progress monthly using SPM smart forms within the module. COR reporting goal is 100%.

4.3. CONTRACTOR PERFORMANCE ASSESSMENT REPORT (CPAR). The CPAR is an annual report of contractor performance used to document past performance data and to provide this data source selection teams for their use in other acquisitions. Data reported in the COS is used in the preparation of the CPAR. Reporting goal is 100%.

4.4. DEFICIENCIES AND COMPLIANCE. The intent of the contractor quality control requirements of the contract is to ensure compliance with the contract requirements for quality of materials and workmanship. The contract provides means by which contractors’ compliance may be enforced. If a deficiency with contractor performance is noted the QAE will report on the QASP Appendix H – Deficiency Report and report to the COR. The customer (site QAE/DLA/SCP) may also submit a customer complaint record provided in Appendix G to identify a deficiency. Notation of the deficiency should be input into RMS in both Quality Control and Quality Assurance modules.

All deficiencies, will be tracked by the contractor’s deficiency tracking system and RMS. Follow-up action will be taken until the problem has been resolved. Implementation of enforcement action requires careful consideration and timely historical documentation to preclude claims against the government. It is essential that once a deficiency is noted, the deficiency is documented and followed up by an inspection to ensure compliance or to commence further action. QA personnel are responsible for ensuring the contractor maintains the deficiency tracking in RMS. The contractor is required to submit an updated copy of the document every 30 days. Discrepancies in plans and specifications noted after award will be brought to the attention of the COR. In case a deficiency is found during the warranty period, a determination must be made as to whether it is the result of a maintenance, design, or repair deficiency.

5. SUMMARY

5.1. The QASP is based on the premise that the Contractor is responsible for managing and ensuring that quality controls meet the terms of the contract. The QASP facilitates consistent and effective tiered performance assessment to verify the accuracy and completeness of the Contractor’s Quality Management Program and to assess overall compliance with performance objectives and standards. The Government will evaluate Contractor performance through appropriate assessment methods to ensure payments are made only for services that comply with contract requirements.

This QASP is a “living” document that will be revised or modified as circumstances warrant.

Table 1. Performance Objectives

Performance Description Standards What is being Measured? What is being

Inspected?

Recurring Maintenance

Perform RM activities in accordance with

PWS

Completion of each RM task, adherence to site RM activity schedule

Ability to perform RM activities completely and on time

Recurring Maintenance Reports

Provide RM Report in accordance with PWS

Completeness of Report, timeliness of report submission

Ability to provide complete RM reports on time

Routine and Emergency Repairs

Develop and Submit within established priority level per PWS

Completeness, error free, and timeliness

Ability to provide SO accurately and within established metrics

Routine and Emergency Repairs

Complete Repair within established priority level per PWS

Quality of work, timeliness

Quality of work, timeliness

Quality Control Program

Perform quality control in accordance with accepted Quality Control Plan

Adherence to Quality Control Plan

Quality Control deliverables, responsiveness

Safety Program Perform safety in accordance with PWS and EM-385-1-1

Adherence to EM-385-1-1 Safety deliverables, responsiveness

Table 2. Assessment Items Requirement CPAR Category Standard Government

Inspection Goal

Allowable Deviation

Facility Maintenance Plan

Management/Quality/Schedule FMPs must be submitted within timeframes required by PWS.

100% inspection

5% deviation allowed.

Recurring Maintenance Completion

Management/Schedule 100% of the recurring maintenance activities must be completed on time per approved schedule

10% onsite inspection of

RM

activities

Deviation allowed in the case of lack of site availability or government delay

Installation Status Report

Management/Schedule/Quality 100% of ISRs completed on time.

100% inspection

5% deviation allowed.

Site Coordination

Management 100% Site contact in writing (typically QAE) 30 days in advance of work with a follow up 14 days before work begins.

100% inspection

5% deviation allowed.

RM Schedule Deviation Communication

Management 100% KO or COR contact immediately in the case of schedule deviation.

100% inspection

5% deviation allowed.

RM Scope Deviation Communication

Management 100% KO or COR contact immediately in the case of scope deviation.

100% inspection

5% deviation allowed.

Recurring Maintenance Deficiency List

Quality, Management 100% of Recurring Maintenance Deficiency Lists submitted within 5 Calendar Days of Completion of RM Events.

100% inspection

5% deviation allowed.

Recurring Maintenance Report Completion

Quality, Management 100% of the recurring maintenance reports must be submitted to the KO and QAE within 30 calendar of maintenance activity completion

100% inspection of RM reports

5% deviation allowed.

Inspection Goal

Allowable Deviation

Emergency Repairs Response

Management, Schedule 100% of the emergency repairs must be responded to within the timeframe specified by the PWS.

10% onsite inspection of low/medium cost and complexity SO’s

50% onsite inspection of high cost or high complexity SO’s

5% deviation allowed.

Routine Repairs Completion

95% of the routine repairs must be completed within the identified allowable execution timeframes.

10% onsite inspection of low/medium cost and complexity SO’s

50% onsite inspection of high cost or high complexity SO’s

No deviation is allowed for completeness or workmanship.

Timeframe deviation is allowed for instances where lead time for materials, logistical difficulties, or work complexity extend the time needed to complete the repair.

Quality Control Program

Quality Control 100% of the tasks and deliverables required by the approved Quality Control Plan must be completed.

100% inspection

5% deviation

Safety Program

Safety 100% of the tasks and deliverables required by PWS must be completed.

100% inspection

No deviation allowed.

Documentation Quality Control, Safety 100% of the documentation required by the PWS is submitted as required.

100% inspection

5% deviation

Inspection Goal

Allowable Deviation

Submission of Maintenance Records/ Binders

Management, Quality Control, Schedule

95% of maintenance records provided within timeframe required by

PWS

100% inspection

5% deviation allowed

Invoicing Cost Control, Quality Control 90% of RM activities are invoiced not later than 30 days after RM

100% inspection

5% deviation allowed report acceptance and 90% of MR activities are invoiced no later than 60 days after completion with the exception of Emergency and NTE activities are invoiced no later than 60 days after completed service order package approval.

SO Timelines Management, Schedule Services orders are completed and executed within the performance metrics set by the PWS.

100% inspection

5% deviation allowed

SO Submission Management, Schedule Services orders are submitted accurate/ complete/error-free

Resubmit OFC SOs within 5 business days

100% inspection

No more than 3% of all service orders sent Out for Corrections

(OFC)

5% deviation allowed for resubmission

Customer Satisfaction

Work performed without receiving significant customer complaints for more than 15% of RM events, or 10% of minor repairs.

100% onsite inspection of work found to be deficient by the customer

100% of work requested by customer to be inspected

No deviation allowed. All customer complaints must be addressed.

KO makes final determination on whether complaint has been properly addressed.

APPENDIX A – SAFETY SPOT-CHECK FOR SITE VISIT

U.S. ARMY CORPS OF ENGINEERS

Engineering and Support Center, Huntsville

Safety Spot-Check for Site Visit General Information

Program: Inspector Name:

Date of Visit: Click here to enter a date. Contract #:

Location: Prime Contractor:

Safety Program Management Review (EM 385-1-1 Section 01) *** Find the sites SSHO or PM and ask to see or show you the following items ***

1. Is the following information posted or readily available to all workers on-site, with the following information: (01.A.07)

☐ Yes ☐ No

a. Map to nearest emergency facility ☐ b. Emergency phone numbers ☐

c. Copy of the current APP (Mounted on / adjacent to board, or a notice identifying location that all employees have access to)

☐ d. Safety deficiency tracking log (Mounted on / adjacent to board, or a notice identifying location that all employees have access to)

e. Safety promotional posters ☐ f. OSHA safety and health poster ☐

g. Hazardous material inventory & SDS ☐

2. Are frequent safety inspections being performed and proof of documentation site?

(01.A.13) ☐ Yes ☐ No

3. Is there an accepted Site Safety and Health Officer on site while work is being performed? If yes, then what is their name? (01.A.17)

☐ Yes ☐ No

Name: ____________

4. Do they have Activity Hazard Analysis (AHA) available on-site for tasks being performed? (01.A.15) ☐ Yes ☐ No

5. Do they have a visitor sign-in log and are the visitors briefed on the expected hazards of the site? (01.B.04)

***Were you briefed? ***

☐ Yes ☐ No

Employee Interview Questions?

*** Go to a random employee in the field and ask them the following questions ***

(If multiple employees interviewed Provide information in Additional Comments Field) Position of employee interviewed? _____________________________

Do they know what the Accident Prevention Plan (APP) or “safety plan” is and where it is located? (01.B.03)

☐ Yes ☐ No

Do they know what an Activity Hazard Analysis (AHA) is and do they have one for the task being performed? (01.A.15)

☐ Yes ☐ No

Do they know the site’s procedure for reporting an incident or where the emergency information is located? (01.B.04)

☐ Yes ☐ No

Closeout Additional Findings?

Do you have any concerns about safety on this site and wish to have the safety office look into it further?

☐ Yes ☐ No

Submit this completed document to the Team Safety SharePoint site, to your local Safety POC, or the general safety email CEHNC-SafetyOffice@usace.army.mil within 5 business days after your site visit. If you have any questions on the form please contact your CEHNC Safety POC or Chief, SOH at 256-895-1584 mailto:CEHNC-SafetyOffice@usace.army.mil

APPENDIX B - CONTRACTOR QUALITY CONTROL (QC) PLAN CHECKLIST

Installation: Date:

Contract No.:

Project Title:

Contractor:

Site Manager:

Individual Responsible for Jobsite Safety:

QC Manager: Alternate QC Manager:

Note: This checklist serves to aid in reviewing a Contractor’s QC Plan in accordance with UFGS 01 45 00.00 10.

Item No.

Item Yes No N/A Comments

QA PM

Quality Control Specification Section (01 45 00.00 10):

1. Was an Interim QC Plan submitted for ESOs?

2. Was the QC Plan submitted in RMS correctly within 30 days of NTP?

3. Was the QC Plan submitted in accordance with QC Specification to include the below items?

a. A description of the quality control organization to include Project Managers, Project Coordinators, Project Engineer, Safety Manager, QC Manager, Site Supervisors, SSHOs, Safety Competent Qualified Individuals, Maintenance Managers, Site Managers, Scheduler, and any other project personnel with lines of authority. This will be displayed in an Organizational Chart showing lines of authority and must include names of personnel and position title supporting this Task Order.

b. The name, qualifications (in resume format), duties, responsibilities, and authorities of each person assigned a CQC function.

c. A copy of the letter to the Safety Manager and QC Manager signed by an authorized official of the firm which describes the responsibilities and delegates sufficient authorities to adequately perform the functions of the Safety Manager and QC Manager, including authority to stop work which is not in compliance with the contract. Letters of direction to all other various quality control representatives outlining duties, authorities, and responsibilities will be issued by the Safety Manager and QC Manager.

Copies of these letters must be furnished to the Government. This letter must state that the Safety and QC Managers have the authority to stop work due to safety concerns per the EM-385-1-1 requirements.

d. The contractor must maintain a list of qualified site supervisors and site managers. Qualified site supervisors and site managers must meet the requirements of this section.

e. Procedures for scheduling, reviewing, certifying, and managing submittals as required by this contract. These procedures must be in accordance with Section 01 33 00 SUBMITTAL PROCEDURES.

Item Yes No N/A Comments

QA PM

f. Procedures for tracking preparatory, initial, and follow-up control phases and control, verification, and acceptance tests including documentation.

g. Reporting procedures, including proposed reporting formats.

h. Onsite Quality Control frequency

i. Quality Control Audit process and reporting

j. Control, verification, and acceptance testing procedures when required

k. Procedures for ensuring compliance with all local, municipal and county rules, regulations and laws within the delivery nation.

l. Procedures for deficiency reporting and tracking. Establish verification procedures for deficiency correction.

m. Safety and QC indoctrination procedures for new employees.

QC Organization:

4. Did the QC Manager resume meet all required experience as listed in

UFGS 01 45 00.00 10?

5. Does the QC Manager have a current CQM for Contractors training certificate? If not, must complete within 90 days of NTP. Certificate is valid for 5 years.

6. Did the Alternate QC Manager resume meet all required experience as listed in UFGS 01 45 00.00 10?

7. Does the Alternate QC Manager have a current CQM for Contractors training certificate? If not, must complete within 90 days of NTP.

Certificate is valid for 5 years.

8. Did the Safety Manager resume meet all required experience as listed in

UFGS 01 35 26?

(This can be validated through HNC Safety)

9. Did the SSHO resume meet all required experience as listed in UFGS 01 35 26? (This can be validated through HNC Safety)

10. Are the duties, area of responsibilities and authority of each person in the QC organization stated in detail in the QC Plan, in particular the QC Manager and the Alternate QC Manager?

11. Does the organizational chart show the relationship of the QC organization (QC Manager, Safety Manager, SSHO, others) to other elements of the Prime Contractor’s company as indicated in 3a? The chart needs to show the relationship of the QC Manager to company officer(s), to the QC staff, to outside organizations, to the project supervisor.

12. Does the organizational chart show the relationship of the QC organization to subcontractors, suppliers, outside organizations?

13. Does the Site Manager and/or Site Supervisor have a current CQM for Contractors training certificate? If not, must complete within 90 days of NTP. Certificate is valid for 5 years.

Other QC staff:

14. Do the qualifications and past experiences of the following QC staff meet the PWS requirements:

a. Site Manager

b. Site Supervisor

c. Project Engineer

d. Others as indicated on GSA Schedule

Item Yes No N/A Comments

QA PM

Prime Contractor staff:

15. Do the qualifications and past experiences of the following QC staff meet the PWS requirements:

a. Project Manager

b. Scheduler

c. Maintenance Manager

d. Project Coordinators

e. Others as indicated on Organizational Chart

Subcontractor Organizations:

16. Does the QCP include subcontractors that will perform work under this

PWS?

17. Does the subcontractors listing contain a description of the work and services they will perform?

18. Is the subcontractor included in the Organizational Chart showing lines of authority and include names of personnel and position titles supporting this Task Order?

Appointment Letters:

19. Are there appointment letters, signed by an officer of the firm, appointing the QC Manager and the Alternate QC Manager and include the following:

a. Outlining their duties, responsibilities and authority for implementing and managing the QC Program?

b. Responsibility to manage and implement the Three Phases of Control?

c. The authority to stop any work not complying with the Contract, and the removal and replacement of any defective work?

20. Are there letters of direction to all other various quality control representatives outlining duties, authorities, and responsibilities that will be issued by the Safety Manager and QC Manager?

Submittal Procedures and Initial Submittal Register:

21. Does the QCP include procedures for reviewing, approving, and managing submittals?

22. Is there a list of name(s) of people in the QC organization authorized to review and certify submittals?

23. Is the initial Submittal Register including all submittal requirements as specified in Attachment 1 of UFGS 01 33 00 included in the QC Plan and has the contractor acknowledged the applicable Specification Sections to be used?

01 30 00 ADMINISTRATIVE REQUIREMENTS

01 32 01.00 10 PROJECT SCHEDULES

01 33 00 SUBMITTAL PROCEDURES

01 35 26 GOVERNMENTAL SAFETY REQUIREMENTS

01 45 00.00 10 QUALITY CONTROL

01 78 23 OPERATION AND MAINTENANCE DATA

Item Yes No N/A Comments

QA PM

Control:

24. Does the QCP include procedures for control as indicated in UFGS 01 45

00.00 10 to include at least three phases of control? The three phases of control include:

Preparatory Phase Initial Phase Follow up Phase (Final Phase)

25. Does the QCP include the contractor’s understand of a Definable Feature of Work (DFOW)?

DFOW is a task that is separate and distinct from other tasks and has control requirements and work crews unique to that task.

26. Does the QCP identify any Definable Features of Work (DFOW)?

Testing Laboratory Information:

27. Does the QCP include a listing of approved laboratories that may be used in this task order?

28. Is there a description of the service(s) these testing laboratories will provide?

29. Is the Contractor using accredited testing laboratories validated by the USACE Material Testing Center (MTC) and are there current copies of the Certificate of Accreditation and Scope of Accreditation for the testing laboratories listed?

30. Do the testing laboratory’s scope of accreditation include the appropriate ASTM standards listed in the technical specification sections?

Laboratories utilized for testing soils, concrete, asphalt, and steel is required to meet criteria detailed in ASTM D3740 and ASTM E329.

Completion Inspections:

31. Are there procedures to identify, record, track, and complete rework items?

a. Punch-Out Inspection

b. Pre-Final Inspection

c. Final Acceptance Inspection

d. Quality Control Audits

32. Does the QCP identify the number of QC Audits that will be performed per installation?

The minimum is one QC Audit per installation per option year.

33. Does the QCP include procedures of how the contractor will perform QC Audits for both RM and MR visits in compliance with UFGS 01 45 00.00 10? Their approach to a comprehensive site-specific review of the entire scope of the contractor's effort, potential shortfalls with corrective actions, and policies & procedures to be implemented in the Contractor's Quality Control Program?

Item Yes No N/A Comments

QA PM

Document Procedures:

34. Does the QCP include an understanding of using RMS for all documentation as described in UFGS 01 33 00?

35. Does it include how quality control will be documented, the procedures for RM and MR, and if they will perform QC Daily Reports daily or weekly when reporting?

36. Does it include an understanding of when and how to use RFIs?

Training Procedures and Training Log:

37. Does the QCP include any training procedures, how the QC Manager tracks his staff to ensure contract compliance?

38. What are the procedures for coordinating and documenting the training of personnel as required by the task order?

39. Have all required certification been provided?

Comments:

QA COMMENTS/Responses (By Item No.):

PE COMMENTS/RESPONSE (By Item No.):

APPENDIX C - QA SURVEILLANCE CHECKLIST OF CONTRACTORS QC PROGRAM

Contract #: W912DY-XX-XXXX Title: Period Assessed:

Quality Spec Item

Title Requirement YES NO N/A

Contractor-Furnished Items

Does the Contractor provide all equipment, materials, parts, supplies, and components to perform the requirements of this contract?

Contractor-Furnished Items

Are inadequate or unsafe items removed and replaced by the Contractor at no cost to the Government?

Are materials asbestos, lead, and polychlorinated biphenyls (PCBs) free?

Are energy efficient tools and equipment used when available?

Safety Data Sheets (SDS) or Manufacturer’s Data Cut Sheets of Materials located on site?

Deliverable Facility Inventory List

Did the contractor have a copy of the Facility Inventory List while on site?

Management

Facility Inventory List Did the contractor update the Facility Inventory List while on site?

RM Reports

Are assets, specification, and condition assessment data created by the Contractor accurately recorded in Recurring Maintenance report?

Computer Maintenance Management System

(CMMS)

Is the contractor using a Computer Maintenance Management System (CMMS)? If so is it an effective and efficient means of identifying and correcting problems throughout the entire scope of operations?

Reporting Did the contractor have computerized equipment on site such as a laptop, pad, scanner, phone, or other to record data and take photos? (circle one, if other, describe)

Reporting Did the contractor have a notepad, old RM report, binder, or other means to record data? (circle one, if other, describe)

Reporting Did the designated on-site representative that will implement the QC Plan during all on-site activities record QC daily reports everyday while on site into a daily log book?

Reporting Did you witness a QC Audit?

Reporting Did the contractor share deficiencies in their program to include how they will be remedied?

Reporting Did the contractor provide a complete QC Audit of the current or previous year in which you are conducting a “back-check” on?

System and Equipment Replacement

Are replacement components the same model/style or equivalent as the component being replaced?

Technical Library Did the Contractor monitor and update library material while on site to ensure all data is current, complete, accurate and suitable for intended use?

Work Control Did the contractor conducted Customer Feedback Surveys while on site?

Work Control Did the contractor address any deficiencies or incidental repairs (identified previously or by the QAE at in brief) that could be remedied while on site during the RM event?

Warranty Management Is the Contractor aware of which equipment and components are covered by new warranty and the warranty duration?

Warranty Management Was a list of Warranty items provided to the QAE?

COMMENTS: (Document findings of how performance complies with contract requirements and detail any value-added or negative performance, and trends)

� Exceptional � Very Good � Satisfactory � Marginal � Unsatisfactory Schedule

Spec Item

Title Requirement YES NO N/A

Management Work Control Did the Contractor implement all necessary work control procedures to ensure timely accomplishment of work requirements and to permit tracking and reporting of work in progress.

Work Control Did the Contractor plan and schedule work to assure material, labor, and equipment are available to complete work requirements within the specified time limits and in conformance with the quality standards?

Work Control Are status updates provided to the QAE while on site?

Work Schedule Did the Contractor provide advance access to all of their work schedules (3-week look ahead) and notify the QAE prior to arriving on site?

Work Schedule How many days notification did the contractor give the

QAE?

Work Schedule Does the Contractor RM schedule meet the requirements of the PWS? (Quarterly Maintenance 80-100 CD, Semi-Annual 170-190 CD, Annual 355-375 CD)

Work Schedule Does the Contractor work interfere with normal Government business?

Work Schedule In those cases where some interference is unavoidable, does the Contractor minimize the impact and effects of the interference?

Work Schedule Does the contractor complete ESO 72 hours after NTP or as specified in the PWS? (interview the QAE)

Work Schedule Does the contractor complete RSO based on the defined priority number as specified in the PWS? (interview the

QAE)

Service Interruptions Is the Government properly notified of service interruptions within a timely manner?

COMMENTS: (Document findings of how performance complies with contract requirements and detail any value-added or

Spec Item

Title Requirement YES NO N/A

General Administrative Requirements

Required Meetings Did the Contractor conduct an in brief with the QAE prior to start of work?

Required Meeting Did the Contractor conduct an out brief with the QAE identifying deficiency and findings during the RM event? (If not on site to witness, interview the QAE from past RM events)

Protection of Government Property

Did the Contractor protect Government property and return areas damaged as a result of negligence under this contract to their original condition?

Personnel Was the subcontractor working on site listed on the Prime contractors approved list provided to the KO? Who was the subcontractor on site?

Personnel Was the Site Manager or Site Supervisor on site while work was on going? Provide name of the Site Manager or Site Supervisor.

Personnel Was the Site Supervisor on the QC Managers approved list?

COMMENTS: (Document findings of how performance complies with contract requirements and detail any value-added or

Equipment

Spec

Title Requirement YES NO N/A

COMMENTS: (Document findings of how performance complies with contract requirements and detail any value-added or

QA digital signature: DATE:

COR digital signature: DATE:

APPENDIX D – MANAGEMENT AND ADMINISTRATION EVALUATION CHECKLIST

Contract #: W912DY-XX-XXXX Title: Period Assessed:

Quality

Spec Item Title Requirement YES NO N/A Management Deliverable

RMS

Are records and reports accurate, complete and submitted in RMS within the times specified as per PWS? This may include Monthly Reports, Schedules, QC daily reports, Transmittals, meeting minutes, and correspondences.

Facility Maintenance Plan

Has the detailed Facility Maintenance been submitted per the PWS?

Deliverable Facility Maintenance Plan

Does the contractor's Facilities Maintenance Plan identify the Contractor’s policies, procedures, and practices in receiving and performing physical inventories, repairing and maintaining, preserving and protecting, and reporting the disposition of accepted government property in its possession?

Facility Inventory List

Has the contractor properly identified and documented all assets per facility and in accordance with the government furnished spreadsheet? (Is the spreadsheet fully populated i.e. capacities, sizes, manufacturer, etc.)

Quality Control Plan (QCP)

Has the Contractor submitted their QCP in accordance with the PWS?

Deliverable RM Reports

Are assets, specification, and condition assessment data created by the Contractor accurately recorded in Recurring Maintenance report?

Computer Maintenance Management System

(CMMS)

Is the Contractor's Computer Maintenance Management System (CMMS) an effective and efficient means of identifying and correcting problems throughout the entire scope of operations?

System and Equipment Replacement

Are replacement components the same model/style or equivalent as the component being replaced?

System and Equipment Replacement

Are all substitute replacement components accepted by the KO prior to use?

Technical Library Does the Contractor continually update library material on site to ensure all data is current, complete, accurate and suitable for intended use?

Technical Library Does the Contractor monitor the use of the libraries to ensure materials are returned and data integrity is not compromised?

Non-recurring Work Does the contractor’s service orders requiring a work plan include all required content as indicated in the PWS and have limited errors which require corrections?

Non-recurring Work Does the contractor provide reasonable price proposals for service orders?

Work Control Has the QC Manger designated an on-site representative that will implement the QC Plan during all on-site activities? (Indicate name in comments)

Work Control Has the contractor conducted and provided Customer Feedback Surveys?

Recurring Work Procedures Does the Contractor take full responsibility for work up to the FFP limits that are specified in UFC 3-

460-03 and the PWS?

Warranty Management Does the Contractor report any defect in workmanship, material, or parts, and any improper installation of equipment and components that are covered by a warranty?

Warranty Management Is the Contractor aware of which equipment and components are covered by the original warranty and the warranty duration?

COMMENTS: (Document findings of how performance complies with contract requirements and detail any value-added or negative performance, and trends)

Schedule

Management Work Reception Does the Contractor respond to emergency service orders (ESO) within 12 hours of notification or as specified in the PWS?

Work Reception Does the Contractor respond to routine service orders (RSO) within 18 calendar days of notification or as specified in the PWS?

Work Control Has the Contractor implemented all necessary work control procedures to ensure timely accomplishment of work requirements, as well as to permit tracking and reporting of work in progress.

Work Control Does the Contractor plan and schedule work to assure material, labor, and equipment are available to complete work requirements within the specified time limits and in conformance with the quality standards?

Work Control Are status updates provided within the times specified?

Work Schedule Does the Contractor RM schedule meet the requirements of the PWS? (Quarterly Maintenance 80-

100 CD, Semi-Annual 170-190 CD, Annual 335-375 CD)

Work Schedule Does the Contractor work interfere with normal Government business?

Work Schedule In those cases where some interference is unavoidable, does the Contractor minimize the impact and effects of the interference?

Work Schedule Does the Contractor provide advance access to all of their work schedules and notify the KO of any difficulty in scheduling work due to Government controls?

Work Schedule Does the contractor complete ESO 72 hours after NTP or as specified in the PWS?

Work Schedule Does the contractor complete RSO 30 CD after NTP or as specified in the PWS?

Service Interruptions Is the Government properly notified of service interruptions within a timely manner?

COMMENTS: (Document findings of how performance complies with contract requirements and detail any value-added or negative performance, and trends)

General Administrative Requirements

Required Conferences and Meetings

Does the Contractor attend all required conferences and meetings?

Training for Maintenance and Operation of New and Replacement Systems and Equipment

Does the Contractor attend Government provided training for maintenance and operation of new and replacement systems and equipment?

Partnering Do key members of the prime contractor and subcontractors teams (including senior management) participate?

Partnering Did partnering demonstrate cohesiveness between the Government and Contractor?

Partnering Does the Contractor practice routine, effective, and professional communication with the

Government?

Permits and Licenses Has the Contractor obtained and submitted to the KO within the time specified all required permits, licenses, and authorizations to perform work under this contract and comply with all the applicable Federal, state and local laws and regulations?

Protection of Government Property

Does the Contractor protect Government property and return areas damaged as a result of negligence under this contract to their original condition?

Invoicing Procedures Are invoices submitted accurately, following specified procedures, and in a timely manner?

Government-Furnished

Property, Materials and Services

Does the Contractor maintain Government-Furnished Property in accordance with FAR 52.245, GOVERNMENT PROPERTY?

Management Does the Contractor practices effective control and management of subcontractors to identify and correct…