ATTACHMENT A - QUALITY ASSURANCE SURVEILLANCE PLAN.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

Grounds Maintenance Services – St. Louis VAMC (Jefferson Barracks) Solicitation No. 36C25527Q0023

a) INTRODUCTION

This Quality Assurance Surveillance Plan (QASP) is established in accordance with the Performance Work Statement (PWS) for Grounds Maintenance Services at the St. Louis VAMC–Jefferson Barracks. It defines the Government's surveillance approach for assessing contractor performance and verifying that required outcomes in the PWS are met. This is a Five (5) Year IDIQ contract comprising five 12-month Ordering Periods (11/16/2026– 11/15/2031); surveillance records shall identify the applicable Ordering Period and CLIN(s) for traceability.

1. Purpose The purpose of this QASP is to outline systematic surveillance methods used by the Government to evaluate contractor performance and ensure compliance with the PWS and the contractor's Quality Control Plan (QCP). It identifies performance standards, acceptable quality levels (AQLs), documentation procedures, administrative milestones, and corrective action expectations.

2. Performance Management Approach The PWS defines required outcomes and service standards. The contractor is responsible for determining how to perform the work. The Government evaluates results — not processes — to validate that PWS standards are met.

3. Performance Management Strategy The contractor maintains responsibility for all quality control functions. The Government conducts surveillance and assesses compliance to determine whether corrective actions, incentives, or consequences (such as negative CPARS ratings) are warranted.

b) ROLES AND RESPONSIBILITIES

1. Contracting Officer (CO) — The CO is responsible for contract administration, resolving performance issues, executing formal corrective actions, and managing modifications. Only the CO may change contract requirements. The CO (or designated POC) is also responsible for periodically requesting and reviewing contractor records demonstrating compliance with self-performance and subcontracting limitations under

PWS §17.

2. Contracting Officer's Representative (COR) — The COR performs technical oversight, surveillance, inspections, and performance documentation. The COR verifies compliance with the PWS, QASP, and QCP, and tracks administrative milestones including QCP submission timing (§3 of the PWS) and OSHA 10- Hour Construction Safety Course completion for onsite personnel (PWS §8). The COR issues Contract Discrepancy Reports (CDRs) as described in Section (e) below.

c) IDENTIFICATION OF REQUIRED PERFORMANCE STANDARDS

Required performance standards are located in the PWS and summarized in the Performance Requirements Summary (PRS) included in this QASP. These standards include recurring grounds maintenance tasks, seasonal work, chemical application scheduling, equipment/worksite condition, personnel identification and conduct, safety requirements, and emergency response expectations.

d) METHODOLOGIES TO MONITOR PERFORMANCE

Surveillance techniques include:

• Random inspections

• Biweekly formal inspections

• Customer feedback and complaints

• Review of monthly invoices and required documentation, reconciled to the applicable CLIN and Ordering Period

• Review of contractor Quality Control reports

• Verification of licensing compliance (State of Missouri pesticide/herbicide applicator license)

• Monitoring of chemical application records and SDS

• Verification that spring (Apr–May) and fall (Sep–Oct) fertilizer/seed/pest treatment applications were completed within the scheduled windows

• Surveillance of emergency response timeliness (4-hour standard from COR contact)

• Tracking of non-growing-season task completion following COR direction

• Review of contractor corrections completed within 48 hours

• Verification of personnel non-PIV identification issuance and annual renewal

• Verification of OSHA 10-Hour Construction Safety Course completion for all onsite personnel

• Spot-check of adherence to PWS-specified hours of operation (6:00 a.m.–3:30 p.m., Mon–Fri, excluding holidays/facility closures)

• Inspection of worksite condition for equipment-caused damage (ruts, site disturbance)

• One-time milestone check confirming QCP submission within 21 calendar days of contract award

• Periodic (at minimum annual) request and review of contractor records supporting compliance with self-performance/subcontracting limitations (PWS §17)

e) QUALITY ASSURANCE DOCUMENTATION

The COR maintains all surveillance documentation including monitoring forms, inspection results, corrective action notices, milestone-tracking logs (QCP submission date, OSHA training verification, subcontracting-limitation record reviews), and communications with the contractor. Deficiencies shall be corrected within 48 hours unless otherwise approved.

Contract Discrepancy Reports (CDRs): When an inspection or surveillance activity identifies a failure to meet an established AQL, or a deficiency not corrected within the required 48-hour window, the COR shall issue a CDR documenting the deficiency, the PWS/PRS requirement at issue, the date identified, and the required corrective action and timeline. Copies of all CDRs are provided to the CO and retained in the contract file to support CPARS reporting and, if necessary, formal corrective action under PWS §13.

f) ANALYSIS OF QUALITY ASSURANCE ASSESSMENT

The COR monitors trends, identifies recurring deficiencies, and ensures contractor compliance. Failure to meet AQLs results in a CDR, written notice, negative CPARS ratings, or CO-directed remedies.

PERFORMANCE REQUIREMENTS SUMMARY (PRS)

Performance

Objective Standard AQL

Assessment Method

Incentive/Disincentive

PO1 Grass Height

Grass maintained at 3.5 to 4.5 inches during the growing season (Apr 1–Oct 31) weekly mowing cycle

99% or better

Random inspections, observations, customer feedback

Written notice, then negative CPARS if repeated

PO2

Trash & Debris Removal

All trash and debris removed from turf, sidewalks, and parking lots prior to each mowing cycle

98% or better

Random inspections, observations, customer feedback

Written notice, then negative CPARS

PO3

Contractor Personnel Performance, Identification & Conduct

Personnel conduct, professionalism, safety compliance, PPE use, equipment security, adherence to facility policies (no smoking/tobacco, no weapons/firearms/ammunition, no illegal substances), adherence to scheduled hours of operation (6:00 a.m.–3:30 p.m., Mon–Fri), and possession of valid non-PIV identification at all times while onsite

95% or better

Random inspections, observations, customer feedback, badge spot-checks

Written notice, then negative CPARS

PO4 Vertical Edging

All required paved surfaces and bed borders vertically edged; horizontal edging prohibited

98% or better

Random inspections, observations, customer feedback

Written notice, then negative CPARS

PO5 Weed Removal

Removal by pulling or line trimming; herbicide use limited to hard surfaces (asphalt/concrete) by licensed applicators

98% or better

Random inspections, observations, customer feedback

Written notice, then negative CPARS

PO6 Clipping Removal Clippings blown off sidewalks, curbs, and paved areas and not blown back onto turf

98% or better

Random inspections

Written notice, then negative CPARS

PO7

Hedge & Shrub Maintenance

Hedges and shrubs not located in landscaped/flower beds trimmed weekly or as needed to preserve shape, health, and safe clearances

95% or better

Random inspections, observations

Written notice, then negative CPARS

PO8

Chemical Application Compliance

Contractor maintains valid State of Missouri pesticide/herbicide applicator license, application logs, SDS, and a Hazard Communication Program per OSHA 29 CFR 1910.1200

100% compliance

Document review, inspections

Written notice, CO action for continued violations

PO9

Scheduled Fertilizer/Seed/Pest Treatment Completion

Contractor completes required spring (Apr–May) and fall (Sep–Oct) fertilizer/seed/pest treatment applications within each scheduled window (corresponds to CLIN 0003 and equivalent CLINs by Ordering Period)

100% completion within scheduled windows

Document review (application records), invoice cross-check against

CLIN

Written notice, then negative CPARS; CO review of CLIN invoicing

Performance

Objective Standard AQL

Assessment Method

Incentive/Disincentive

PO10

Non-Growing- Season Task Completion

Mowing, leaf removal, and debris removal performed on an as-needed basis, only when and as directed by the COR, during the non-growing season

98% completion of COR-directed tasks

Random inspections, COR direction/completion logs

Written notice, then negative CPARS

PO11

Emergency Response

Contractor responds to emergencies within four (4) hours of COR contact, including submission of a quote; work commences only after quote approval and task order issuance

100% compliance

COR records, time logs

Written notice, CO action for repeated failures

PO12

Tree/Diseased Vegetation Notification

Contractor notifies COR immediately upon identifying dead or diseased trees;

removal performed only when authorized through a separate quote and task order

100% compliance

COR review and confirmation

Written notice, possible CO action

PO13

Equipment & Worksite Condition

Contractor repairs/restores any ruts or site damage caused by contractor equipment or vehicles to match existing conditions, at contractor expense;

equipment secured and not left unattended/running

98% or better

Random inspections, post-mowing walkthroughs

Written notice, then negative CPARS; cost of repair borne by contractor

--- SAMPLE QUALITY ASSURANCE MONITORING FORM ---

Contract #: _____________________________ Ordering Period (1–5): _______ Task/Delivery Order #: _____________ Contractor: _____________________________ Service/Standard (PO #): ________________________ Survey Period: __________________________

Methods Used:

[ ] Random Monitoring [ ] Biweekly Inspection [ ] Customer Complaint [ ] Document Review [ ] Badge/ID Spot-Check

Performance Result:

Action Required: [ ] Yes [ ] No

Prepared By: __________________ Date: _____